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Create and submit a billing run

A billing run gathers all of your agency's approved, billable notes for a service period, codes them by service type, and produces a CSV file you download and upload to KidTraks. This guide walks through generating a run, reviewing it, and exporting it.

Who can do this

Billing runs are available to Practice Managers and Admins. Workers and supervisors don't see billing screens — service rates and billing codes are never shown to them.

Before you start​

A billing run only picks up work that is approved and billable. Before you generate a run, make sure:

  • The notes you expect to bill have been approved (a note still in draft or awaiting signature won't be included).
  • You know the service period you're billing for (for example, last month).

You don't need to prepare anything else — FCR pulls the eligible work automatically.

Step 1 — Open the billing area​

From the main navigation, go to Billing. You'll see the list of your agency's billing runs, most recent first.

By default the list shows runs from the last 90 days. If you're looking for an older run, use the period filter at the top of the list to widen the window (last 6 months, fiscal year, or a custom date range).

Step 2 — Generate a new run​

  1. Select New billing run.
  2. Choose the service period you're billing for.
  3. Confirm, and FCR assembles the run.

FCR collects every approved, billable note in that period, codes each line by its service type, and calculates the amounts. This happens automatically — you don't enter any line items by hand.

tip

A single service period can have more than one run — for example, if you bill different service streams separately, or if you need to regenerate a run after making corrections. Each run is its own row in the list.

Step 3 — Review the run​

Open the run to review it before exporting. You'll see every billable line, grouped and totaled.

Review for:

  • Completeness — does the run include everything you expected for the period?
  • Anything missing — if an expected note isn't here, it may not have been approved yet. Close the run, approve the note, and regenerate.

The run starts in a draft state, which means it can still be changed or removed. Nothing is final until you confirm it.

Step 4 — Confirm the run​

When the run looks correct, confirm it. Confirming marks the run as ready and locks its lines so the totals don't shift underneath you.

caution

Confirming does not submit anything to DCS. FCR never transmits to KidTraks directly — you always download the file and upload it yourself. Confirming simply marks the run as final on your side.

Step 5 — Download the export​

From the run, select Download CSV. This is the file you upload to KidTraks.

The CSV can be downloaded at any time, in any run state — so if you need it again later, just reopen the run and download it again.

Step 6 — Upload to KidTraks​

Log in to KidTraks and upload the CSV using your agency's normal submission process. FCR's role ends at producing the file; the upload to DCS is done by you, through KidTraks, exactly as you do today.

Correcting a run after the fact​

If you confirmed a run and then realize something was wrong:

  • Delete the run. Deleting returns its sessions to an unbilled state so they become eligible again, keeps the run on record (it isn't erased — it's marked deleted, with who and why), and lets you regenerate a corrected run for the same period.
  • The original run's CSV remains downloadable, and the record is preserved for your audit trail.
Rebilling after a denial

If DCS denies a claim and you need to rebill, that's handled on the KidTraks side as part of your normal process — FCR produces the billing file, but resubmission after a denial is done through KidTraks.

Frequently asked questions​

Will a billing run include notes that aren't approved yet? No. Only approved, billable work is picked up. If something's missing, check whether the note has been approved.

Does confirming or downloading send anything to DCS? No. FCR never transmits to DCS. You always download the CSV and upload it to KidTraks yourself.

Can I get the CSV again after I've downloaded it? Yes. Reopen the run and download it again — the file is available in any run state.

I made a mistake on a confirmed run. What do I do? Delete the run (this keeps it on record and frees its sessions), then regenerate a corrected run for the same period.

Need help with something this guide didn't cover? Contact support and we'll walk you through it.