Submitting a billable

How to capture a billable event in Rounds, what fields matter, and how the status lifecycle works.

Updated 2026-04-24 · Edit this page on GitHub

title: "Submitting a billable" description: "How to capture a billable event in Rounds, what fields matter, and how the status lifecycle works." order: 1 category: "billables" updated_at: "2026-04-24"

A billable event in Rounds is a single captured revenue line — a CPT code tied to a provider + date + amount. Submitting one takes ~10 seconds.

What you need

  • CPT code (e.g., 99214 for an established-patient office visit, level 4)
  • Provider who rendered the service (the dropdown shows your practice's provider list — see Microsoft 365 setup for syncing providers from Azure AD)
  • Charge amount (the dollar amount you'll submit to the payer)
  • Date of service

Optional but useful:

  • Payer label (e.g., BCBS or Medicare); shows up in Analytics
  • Notes — free text, 500 char max. Never PHI (enforced on write).

Submitting

  1. Click Billables in the sidebar
  2. Click Identify new billable button at top-right
  3. Fill the form (tab between fields; Enter submits)
  4. The new billable appears at the top of the list with status submitted

On successful submit, Rounds writes a billable.identified audit row so the change is traceable in /admin/audit.

Status lifecycle

Billables have four states:

  • submitted (default) — the billable is identified but we haven't heard back from the payer yet
  • paid — the payer remitted the charge
  • denied — the payer rejected the charge with a reason code
  • voided — rare; only used when you submitted in error and need to pull it back

Transitions are typically driven by your EHR / clearinghouse reconciliation, either manually (edit the row + change status) or via the Rounds webhook dispatcher (see Webhooks).

Aging

A billable with status submitted + submitted_at older than 30 days is considered aging. Aging totals show up in the Analytics dashboard and on the Billables aging report. See Aging report for the workflow.

Deleting

You can't. Billables are append-only — per ADR-013, we never DELETE, because backfilled reconciliation is messy when the underlying row is gone. Use the voided status instead.

If you hit a problem

  • Provider dropdown empty: admin needs to populate providers at /admin/patient-flow-settings → Providers
  • CPT code validation fails: v1 accepts any 5-character alphanumeric code; if your clearinghouse wants a specific format, that's where to enforce it
  • Other: support@ralthealth.com