Billing Reasons & Triggers
Seven billing reasons scope every rule and every case; billing triggers per reason set the initial grace days, extension allowance and auto-suspend settings, effective-dated with a time-constraint selector for history.
Direct Billing – Bill the Employee Correctly When Payroll Cannot Deduct
Leave of absence, payroll mismatch, retro adjustment, termination, reimbursement failure, voluntary benefit, COBRA continuation — one governed bill per reason, with the employer's subsidy applied automatically and approval in BR WorkFlow.
BR Direct Billing is the module that bills an employee for benefits when a paycheck cannot carry the deduction. An administrator configures, per billing reason, the grace-period timing, the employer subsidy and the installment templates — each effective-dated. Generating an invoice for an employee then computes the subsidized amount and the grace-period end from the rules in force; Accept sends the case straight into BR WorkFlow; and once approved, the bill lands on the same payment rail Carrier Billing uses, where the employee sees and settles it from Employee Home. Cases are voided, never deleted, and a duplicate open case for the same reason is refused at creation.
7 billing reasons
Subsidy computed, not typed
Accept = send for approval
Shared payment rail
Employee pays from Employee Home
Any HRIS via HRIS Sync
Reimagining Direct Billing
"Direct billing is where benefits administration quietly goes wrong. A COBRA participant is billed from a stale rate, a leave employee's premiums pile up unnoticed until they return, a retiree's payment is posted against the wrong month, and a termination for non-payment happens a week after the grace period actually ended. Benefits Reimagined changes the approach: the bill is a governed case with a reason, a rule-computed subsidy, a grace date stamped at creation, an approval in WorkFlow, and a payment item the employee can see — and nobody types the subsidized amount by hand."
Configure by Reason
Billing triggers, subsidy rules, payment plan templates
Generate the Bill
Employee, reason, plan, amount — subsidy and grace computed
Accept & Approve
One click to WorkFlow; approved, rejected or auto-approved
Pay & Reconcile
Payment item on the shared rail; employee settles it
Any HRIS
Absences, payroll rows and plans from SuccessFactors or any HRIS
7
billing reasons — absence, payroll mismatch, retro adjustment, termination, reimbursement failure, voluntary benefit, COBRA continuation — each with its own rules
3
effective-dated configuration screens per reason: billing triggers, subsidy rules and payment plan templates, with a time-constraint selector for history
1 click
Accept sends the case into BR WorkFlow in the same action — there is no separate submit step to forget
1
payment rail shared with Carrier Billing, so an employee's bill and a carrier's invoice are batch, item and transaction records of the same kind
Configure, Generate, Approve, Pay: One Case
Follow an employee on unpaid leave from the subsidy rule that decides how much she owes, through the generated bill and its approval, to the payment item she sees on her own Employee Home — exactly as the screens are worked.
The collections policy, written once per reason
Three configuration screens hold one effective-dated row per billing reason. Billing Triggers set the timing — the initial grace days after the due date, whether an extension is allowed and for how long, and the auto-suspend and reinstatement settings. Subsidy Rules say how much of the original amount the employer covers — a full waiver, a percentage or a fixed amount — for how long, what happens when the subsidy expires, and whether the subsidy itself needs approval. Payment Plans hold the installment templates: duration and frequency, interest rate, minimum and maximum amounts, prepayment, partial payment and auto-debit flags. Each row has a start and end date, and the time-constraint selector shows the history so a change is a new slice, not an overwrite.
What the administrator maintains
- Billing Triggers — initial grace days after the due date, extension allowed and extension days, auto-suspend with reinstatement days (required when auto-suspend is on, refused when it is off), per reason and date range, with a Current Only / All Records toggle
- Subsidy Rules — full waive, percentage or fixed amount; maximum duration in days, weeks or months; on-expiry action (resume billing, notify, escalate, or enrol in a payment plan once that executor ships); requires-approval flag and notes
- Payment Plan templates — name and description, duration with a frequency of once, weekly, semi-monthly, bi-weekly, monthly or quarterly, interest rate, minimum and maximum amounts, prepay, partial and auto-debit flags, and an optional default gateway
- Time-constraint selector — view, edit or copy any historical, current or future slice for a reason
Why it matters
The subsidy and the grace date are read from the rule in force on the day the bill is created — the administrator never types them.
Installment templates are configuration today; enrolling an employee into a live installment schedule is on the roadmap, and the page says so where it matters.
Generate Invoice — the amount is computed, the case is created
On Bill Manages the administrator picks the employee, the billing reason, the benefit plan and option filtered to the employee's benefit area and effective dates, the coverage type, the original amount, currency, due date and bill reason. Optional links tie the case to the absence that triggered it, the payroll row with the mismatch, the plan, or a BR Resolve ticket. Saving creates the case with one billable item: the effective subsidy rule for that reason sets the subsidy and billed amounts, and the effective billing trigger sets the grace-period end. If an open case already exists for the same employee and reason, creation is refused. While the case is still in Created status the amount, due date and notes can be edited — and the subsidy is recalculated — after which the record is locked.
What the desk delivers
- KPI cards and an IntelliSuggest strip over the case list, with search, employee-ID and status filters and pagination; the Dashboard adds its own KPI tiles, quick actions to the three configuration screens, Essential Insights and a recent-invoices feed
- Generate Invoice form — employee (self or on behalf), reason, linked absence, payroll row, plan or ticket, plan and option, coverage type, amount, due date
- Computed on save — subsidy amount, billed amount, grace-period end, a subsidy ledger row and action log
- Invoice Details — read-only case information (employee, reason, status badge, effective dates, recurring flag, notes) and item information (plan and option with labels resolved, coverage type, original, subsidy and billed amounts, currency, due date, bill reason)
Why it matters
Two bills for the same reason cannot be open at once — the duplicate is refused before it exists.
Cases can also be created automatically from a payroll retro or absence event by a rule configured in BR ReVerge; they then follow exactly the same path as a manual case.
Accept is send for approval — one click, one WorkFlow decision
The Accept button on Bill Manages does two things in one call: it marks the case accepted and immediately sends it into BR WorkFlow under the direct-billing approval template. If the template's rules resolve without a human step — a small amount, for example — the case is approved at once and the employee's payment item is created without ever showing a pending state. Otherwise an approver acts in WorkFlow: approval creates the payment item; rejection returns the case as Rejected with the reason, and the administrator can edit and accept it again, or cancel it. Once a case is sent for approval, approved, billed or cancelled, it is locked — no edit, no cancel, no re-accept.
What the desk delivers
- Status flow — Created → Accepted → Sent for approval → Approved or Rejected → Billed; Cancelled is terminal
- Accept available while Created, Rejected or Accepted; Cancel while Created or Rejected; Edit while Created only
- Auto-approval by WorkFlow rule when no human step applies — the payment item appears immediately
- Audit log, rejection reason and the generated bill document kept on the case; re-clicking Accept on an accepted case simply re-triggers approval; cases are never hard-deleted
Why it matters
The administrator who generated the bill cannot approve it — approval is a WorkFlow decision with its own approvers and thresholds.
A rejected case is not gone: it can be corrected and re-accepted, or cancelled with the history intact.
The employee's bill on the same rail as the carrier's invoice
Approval creates a payment batch and a payment item for the employee — the same batch, item and transaction records Carrier Billing uses for carrier payments, so one rail carries both. The employee opens Direct Billing on Employee Home and sees KPI tiles, insights and an account status list of their own items only: invoice number, due date, amount, status and, once paid, the transaction reference and a receipt to download. Paying settles the payment item, records the transaction and syncs the paid amount and date back onto the case's billing item. Each of those views and the Pay and Receipt actions is separately permissioned, so an employer can show balances without enabling payment until the gateway is connected.
What the desk delivers
- Payment item on approval — created automatically for the employee, no second step
- Employee Home · Direct Billing — own items only, filtered by status, with receipt download once paid
- Paid sync — the payment item, the transaction and the case item agree on amount and date
- Analytics — billing trend, outstanding by reason, invoice status distribution, aging, payment history and payment-method mix for the desk; billing trend, payment status, installment breakdown and collection trend per employee; trigger, template and subsidy-type KPIs on the configuration screens — every chart with a drill-down to its cases
Why it matters
The employee sees exactly what the approver approved — the same item, the same amount, the same due date.
Online card payment on Employee Home runs against a simulated gateway today; connecting a live payment provider is on the roadmap, and the Pay action can stay disabled until it is.
SAP-native. Billing employees from any HRIS the same way.
A direct-billing case starts from facts that already live in Benefits Reimagined — the absence that stopped the deduction, the payroll row that did not match, the plan and option the employee holds, the termination date. On SAP SuccessFactors Employee Central and Employee Central Payroll those facts are in place in real time. When an entity runs Workday, UKG, ADP, Dayforce or Paycom — or anything else — HRIS Sync supplies those same fields in canonical form (absences, payroll rows, benefit areas, employee identifiers), IntelliMap shortens the mapping, and the subsidy rules, the duplicate guard, the WorkFlow approval and the employee's Employee Home page behave identically.
What stays the same across systems
- One set of billing reasons, triggers, subsidy rules and templates per tenant, whatever the entity\'s HRIS
- Linked absences and payroll rows in canonical fields — the case never points at a vendor export
- The same WorkFlow approval template and the same payment rail for every employee in the tenant
- Employee Home shows the bill the same way, whichever HRIS the employee\'s record came from
Why it matters
An employee on leave in an acquired entity gets the same bill, the same subsidy and the same approval as one at headquarters.
Deployed on SAP BTP or AWS, with SAP HANA or PostgreSQL underneath — one platform shared with enrollment, carrier billing and payroll corrections.
Core Capabilities of Direct Billing
Five administrator screens, one employee page and one rule engine in BR ReVerge — each mapped to the record it reads and writes, sharing the enrollment, absence and payroll data of the wider platform.
Subsidy Rules & Ledger
Full waiver, percentage or fixed-amount employer subsidy per reason, with a maximum duration, an on-expiry action and an approval flag — computed into the billed amount at creation and on every edit, with a subsidy ledger row and action log.
Generate Invoice & Duplicate Guard
Employee, reason, linked absence, payroll row, plan or ticket, plan and option filtered to the benefit area, amount and due date — one item per case, grace end stamped, and no second open case for the same employee and reason.
Accept → WorkFlow → Locked
Accept marks the case accepted and sends it for approval in the same call; WorkFlow approves, rejects with a reason or auto-approves by rule; sent, approved, billed and cancelled cases are locked, and nothing is hard-deleted.
Shared Payment Rail & Employee Home
Approval creates the payment batch and item on the rail Carrier Billing uses; the employee sees own items, status and receipts on Employee Home, and a payment settles the item, the transaction and the case together.
Automated Cases & Payment Plans
Rules in BR ReVerge create a case, notify or flag for review when a payroll retro or absence event meets a condition; payment plan templates hold installment terms, with employee enrollment into a live schedule on the roadmap.
Three Days in Direct Billing
The module is worked in three recognisable sequences — the first-time setup for a client, the normal billing cycle for one case, and the case that arrives by rule from a payroll or absence event. Each is a fixed order of screens, and each screen refuses to run ahead of the one before it.
Day 1 · First-time setup
Rules first, per reason
Billing Triggers — one row per reason the client bills for, grace days first, extension and auto-suspend later → Subsidy Rules — one row per reason saying how much the employer covers and whether the subsidy needs approval → Payment Plans — at least one template per reason if installments will be offered → BR WorkFlow — the direct-billing approval template, its approvers and any auto-approve threshold → Employee Home permissions for tiles, insights, account status, Pay and Receipt.
Day 2 · Normal cycle
Generate to paid
Bill Manages: Generate Invoice — employee, reason, plan and option, amount, due date → the system computes the subsidy, the billed amount and the grace-period end and creates the case → review; Edit while still Created if the amount is wrong (subsidy recalculates) → Accept — sent for approval in the same click, or auto-approved → approver acts in WorkFlow; if rejected, accept again or cancel → on approval the payment item is created → the employee sees it on Employee Home and pays.
Day 3 · Case by rule
Payroll or absence event
A direct-billing rule in BR ReVerge tests a payroll retro row or an absence event against its condition, operator and value → if the action is Create case, a case is created exactly as a manual one and follows the same Accept → WorkFlow → payment-item path → if the action is Send notification or Flag for review, no case is created; a person is notified or the item is flagged for manual review in ReVerge.
Every day · The guards
What the screens refuse
A second open case for the same employee and reason (and the same payroll row, if given) → Edit after the case leaves Created → Cancel after it is sent → any change to a sent, approved, billed or cancelled case → a subsidy typed by hand → deleting a case. Each refusal names the status or the open case that caused it.
Sequences from the module's working flow · templates and auto-suspend are configuration today; plan enrollment, coverage suspension and the live payment gateway are roadmap.
Tracking Sheets & Manual Invoices vs. BR Direct Billing
Most employee billing for leave, COBRA and corrections runs on a spreadsheet, a mailed letter and someone's memory of the grace period. Here is what changes when the bill is a governed case.
| Moment | Tracking sheet and letters | BR Direct Billing |
|---|---|---|
| Deciding what the employee owes | Someone works out the employer share by hand, differently each time. | The subsidy rule for the reason computes the subsidy and the billed amount at creation and on every edit. |
| The grace period | A date in a column, remembered or not. | Grace-period end stamped on the item from the billing trigger in force that day. |
| Two bills for the same thing | Found when the employee complains. | Refused at creation — one open case per employee and reason. |
| Approving the bill | The person who wrote it sends it. | Accept sends it into BR WorkFlow — approvers and auto-approve thresholds decide, and the case locks. |
| A rejected bill | Deleted and redone; the first version vanishes. | Returned as Rejected with the reason, corrected and re-accepted, or cancelled with history. |
| Telling the employee | A letter, a stamp, and a wait. | A payment item on Employee Home — due date, amount, status and receipt, for their own items only. |
| Recording the payment | A cheque logged in the sheet, reconciled later if at all. | Item, transaction and case settle together on the rail Carrier Billing shares. |
| A payroll retro that needs a bill | Someone notices, eventually. | A rule in BR ReVerge creates the case, notifies or flags it — then the same path applies. |
Athena on Bill Manages
Ask Why the Bill Says What It Says
Bill Manages carries an IntelliSuggest strip of findings over the case list, and Athena answers an administrator's questions from the case records themselves — which subsidy rule applied, why a case was refused as a duplicate, what is waiting in WorkFlow, which items are past their grace date. Athena describes and points to the screen; generating, accepting, approving and settling a bill stay with the administrator, the approver and the employee.
- Explain an amount — the original, the subsidy rule slice that applied, the billed amount and the grace-period end
- Read the queue — cases in Created, in WorkFlow, rejected with reasons, and items past grace
- Interpret a refusal — the open case that blocked a duplicate, and what to do with it
- Surface IntelliSuggest findings — reasons with rising outstanding balances, subsidies about to expire
- Never bills anyone — generation, approval and payment stay with people
Why is Priya's September bill $345.38 when her premium is $690.76?
AthenaHer case DB-2026-0912 has the reason Absence. The subsidy rule slice in force on 09/17/2026 for Absence is Percentage 50% with a three-month maximum, so the employer covers $345.38 and the billed amount is $345.38. The billing trigger for Absence sets 30 grace days, so the grace period ends 10/31/2026. Her leave began 09/08; the subsidy's three-month window runs to 12/08, after which the rule's on-expiry action is Resume billing at the full amount.
Reference
Subsidy rule · Absence · 01/01/2026 – open · Percentage 50% · ledger row SUB-2026-0912 · action log: applied 09/17
Open the case
Show the rule slice
Why am I seeing this?
Why couldn't I generate a second Absence bill for her for October?
AthenaBecause DB-2026-0912 is still open — it is in Created status and has not been accepted. The duplicate guard refuses a second open case for the same employee and reason. Accept the September case so it moves into WorkFlow, or cancel it, and the October bill can be generated. I can take you to the case; accepting it is your action.
Ask Athena about a case…
What Direct Billing Changes
Policy before the first bill
Grace, subsidy and installment terms are written per reason and per date range — the bill inherits them; nobody improvises them.
The employer share is computed
The subsidy and the billed amount come from the rule in force, are recalculated on every edit, and leave a ledger row behind.
One open case per reason
The duplicate guard refuses a second bill for the same employee and reason until the first is resolved or cancelled.
Approval you cannot skip
Accept and send for approval are one action; the decision is WorkFlow's, with thresholds that can auto-approve the small ones.
The employee sees the approved bill
The payment item on Employee Home is the approved amount, with due date, status and receipt — their own items and nothing else.
One rail for carriers and employees
The payment batch, item and transaction records are the same ones Carrier Billing writes — reconciled once, not twice.
Enterprise Governance for Employee Billing
Direct Billing is built for organizations with many leaves, terminations and continuation participants across several entities. The rules are effective-dated, the case has a single locked path, approval is external to the desk that generated the bill, and the employee's view is scoped to their own items — so the same controls hold at any scale.
- Separation of duties — the administrator generates and accepts; WorkFlow approves; the employee pays; nobody does two of the three on the same case
- Configuration with history — every trigger, subsidy rule and template is a dated slice viewed through the time-constraint selector
- Module-level permissions — the administrator app and the employee page are gated separately, down to the KPI, insight, account-status, Pay and Receipt resources
- Evidence kept in place — audit log, rejection reason, subsidy ledger and action log, payment transaction and paid sync stay on the case
Ready to bill employees from rules, not memory?
Bring your leave, COBRA and termination billing policy to a demo. We will configure the reasons, subsidy rules and grace periods, generate a bill for a sample employee, walk it through WorkFlow approval, and show the item on Employee Home — on the screens your administrators and employees would use.
Subsidy computed per reason
BR WorkFlow approval
Shared payment rail
Employee Home account status
Any HRIS via HRIS Sync
Direct Billing FAQs
Billing an employee directly for benefit premiums or corrections when a paycheck cannot carry the deduction — during an unpaid leave, after a payroll mismatch or retro adjustment, on termination, when a reimbursement fails, for a voluntary benefit, or for COBRA continuation. In Benefits Reimagined each of those is a billing reason with its own effective-dated rules, and each bill is a case with one billable item, a computed subsidy, a stamped grace date and an approval in BR WorkFlow.
Automatically. A subsidy rule per reason — full waiver, a percentage or a fixed amount, with a maximum duration, an on-expiry action and an approval flag — is read as of the case date when the invoice is generated, and again whenever the amount is edited while the case is still in Created status. The subsidy amount and billed amount are written on the item, and a subsidy ledger row with an action log records what was applied. Administrators never type the subsidized amount.
Two things in one call: it marks the case accepted and immediately sends it for approval under the direct-billing template in BR WorkFlow. If the template's rules need no human step — for example a small amount — the case is approved at once and the employee's payment item is created. Otherwise an approver approves or rejects; a rejected case comes back with the reason and can be edited and accepted again, or cancelled. Once sent, approved, billed or cancelled, the case is locked.
On Employee Home, under Direct Billing: KPI tiles, insights and an account status list of their own payment items with invoice number, due date, amount and status, a receipt to download once paid, and a Pay action. A payment settles the payment item, records the transaction and syncs the paid amount and date onto the case. Each view and action is permissioned separately. The card-entry flow runs against a simulated gateway today; connecting a live payment provider is on the roadmap, and Pay can remain disabled until it is.
The Payment Plans screen holds installment templates per reason — duration and frequency, interest rate, minimum and maximum amounts, prepayment, partial payment and auto-debit flags — and a subsidy rule can name automatic plan enrollment as its on-expiry action. Enrolling a named employee into a live installment schedule is a roadmap capability: the templates, schedule and event records are in place, but no screen creates an enrollment today.
Yes, through the direct-billing configuration rules in BR ReVerge. A rule tests a payroll retro row or an absence event against a condition and either creates a case, sends a notification or flags it for review. A case created by rule is identical to one generated by hand and follows the same Accept, WorkFlow and payment-item path. Direct Billing itself has the manual Generate Invoice button; the rule engine lives with the payroll corrections it reads.
It does. Direct Billing is SAP-native: with SAP SuccessFactors Employee Central and Employee Central Payroll, the absences, payroll rows and plans a case links to are already present in real time. Entities on Workday, UKG, ADP, Dayforce, Paycom or another system are brought in through HRIS Sync, which supplies those records in the same canonical shape — so reasons, subsidy rules, the duplicate guard, WorkFlow approval and the Employee Home page behave the same for every employee in the tenant.
Direct Billing – The Right Amount, Approved, Seen and Settled
Turn leave, COBRA and correction billing from a tracking sheet into a governed case — subsidy computed by rule, grace stamped at creation, approved in WorkFlow, and visible to the employee on the same rail your carrier payments use.