Pay review flags
Every flag in a pay run's review, which earnings it holds, and the fix or approve button that clears it.
What you'll learn
- What each flag in a pay run's review means, and how to clear it so you can approve the pay.
Clear a flag
Owners and Admins clear flags in each payee's Pay review dialog in Billing › Review › Pay runs. A held earning has no checkbox until its flag clears.
Each flag offers a fix button, an approve button, or both. The tables below say which.
- Fix the cause: The fix button opens the voucher, the rate card, the visit, or the interpreter's address. Fluent re-prices the earning, and the flag clears when the new figures check out.
- Approve the flag: The approve button keeps the pay as Fluent calculated it. The flag turns blue and reads, for example, "Mileage discrepancy · approved", and its earnings can be approved.
- Select the figure: On a mileage or travel time earning with both a voucher figure and an estimate, select Voucher or Estimate. Selecting the lower one clears a Mileage discrepancy or Travel time discrepancy, and the customer's invoice uses the same pick.
Voucher and time flags
These flags question the time Fluent pays: a missing voucher, a voucher that doesn't match the schedule, or rush pay from a late offer.
| Flag | What it means | Holds | Fix | Approve |
|---|---|---|---|---|
| Missing voucher | No completed voucher, so the schedule prices it. | All earnings | Add voucher | Approve as scheduled |
| Duration discrepancy | Voucher time differs from the scheduled time. | All earnings | Edit voucher | Approve duration |
| Early voucher start | The voucher starts early and changes the pay. | All earnings | Edit voucher | Approve as paid |
| Rush after start | Rush pay from an offer after the start. | Service and travel time | None | Approve as paid |
| Overlap at two addresses | Back-to-back appointments at different addresses. | All earnings | Review visits | Approve as paid |
- Approve as scheduled: pays the scheduled time.
- Missing vouchers on a merged visit: when a merged visit has more than 1 missing voucher, they fold into one strip, such as "Missing vouchers · 2 of 3", with a row and buttons for each appointment.
For Overlap at two addresses, Review visits opens the "Bill as one visit?" dialog.
- Merge into one visit: pays the appointments as one visit, with one minimum and one set of travel charges.
- Separate visits: keeping them as separate visits approves the flag.
Mileage and travel time flags
These flags question the drive Fluent pays on an In-person appointment. Each one holds only the earning it names.
| Flag | What it means | Holds | Fix | Approve |
|---|---|---|---|---|
| Voucher missing mileage | No voucher miles, so the estimate pays. | Mileage | Edit voucher | Approve estimate |
| Voucher missing travel time | No voucher travel time, so the estimate pays. | Travel time | Edit voucher | Approve estimate |
| Missing mileage | Pays $0 with no voucher miles or estimate. | Mileage | Edit voucher | None |
| Missing travel time | Pays $0 with no voucher time or estimate. | Travel time | Edit voucher | None |
| Mileage discrepancy | Voucher miles differ from the calculated round trip. | Mileage | Edit voucher, or select a figure | Approve mileage |
| Implausible mileage | The voucher miles look like a typo. | Mileage | Edit voucher, or select Estimate | None |
| Travel time discrepancy | Voucher travel time differs from the estimate. | Travel time | Edit voucher, or select a figure | Approve as paid |
| Late cancel travel | A late cancel pays travel from the voucher. | Travel time and mileage | Edit voucher | Approve as paid |
Missing mileage and Missing travel time can't be approved. Enter the figure on the voucher.
When the interpreter has no address on file, the No address on file flag shows instead.
Fluent marks voucher mileage as Implausible mileage when it's 300 miles or more, or at least 3 times the estimate and 100 miles over it.
Rate flags
These flags mean the interpreter worked, but their interpreter rate card pays $0 for it. They have no approve button, so fix the rate instead.
| Flag | What it means | Holds | Fix |
|---|---|---|---|
| Zero pay rate | The card pays $0 for this work. | All earnings | Fix rate |
| Zero travel rate | Travel time pays $0 on the card. | Travel time | Fix rate |
| Zero mileage rate | Mileage pays $0 on the card. | Mileage | Fix rate |
- Fix rate: opens the rate card at the missing rate, and saving it re-prices the appointment.
- Create pay rate card: shows instead of Fix rate when Fluent finds no rate card to fix.
- Set up partner rates: shows instead for a partner agency's payee.
- Missing rates: shows instead of these flags on work that no rate card can price. See Fix Missing rates.
Payee flags
Some flags are about the payee, not one appointment. They show once, at the top of the Pay review dialog.
| Flag | What it means | Holds | Fix |
|---|---|---|---|
| No address on file | Fluent can't estimate the interpreter's drive. | Travel time and mileage, when they pay $0 | Add interpreter address |
| Address not locatable | The address can't be found on a map. | Travel time and mileage, when they pay $0 | Fix interpreter address |
| No pay rate card | The interpreter has no interpreter rate card. | All earnings | Set up pay rates |
| No partner rates | The partner invoices you and has no rates. | Nothing | Set up partner rates |
The address flags come in 2 colors:
- Red: the drive pays $0 because no figure exists.
- Amber: the voucher has a figure. The flag holds nothing, but Fluent can't check that figure against an estimate.
No partner rates doesn't change what you pay. Reports can't show what the partner's work costs until you set up its rates.
Notes
Grey and blue flags give context. They hold nothing and need no action.
| Flag | What it means |
|---|---|
| Not rush pay | Paid at the regular rate, not rush. |
| Late cancel | Paid under the late-cancel policy. |
| Merged into one visit | Paid as one visit with one minimum. |
| Split by decision | Kept as separate visits by a decision. |
| Any flag · approved | You approved it, and its earnings can be approved. |
| Not payable this period | Assigned work that pays nothing, with the reason. |
Some flags that usually hold earnings are blue instead:
- Any discrepancy flag: when the voucher figure is lower than the schedule or the estimate.
- Duration discrepancy: also when both times sit under the minimum.
- Early voucher start: when the early minutes don't change the pay.
On a merged or split visit, Review visits lets you change it.
After the close
After the close, a voucher edit or rate change doesn't re-price a pay statement. It shows a marker instead, such as "Voucher changed · differs from the statement".
These markers hold nothing, and you answer them together on the pay statement. See Correct a closed pay run.
How Fluent pays mileage and travel time
The mileage and travel time flags compare 2 figures:
- Voucher figure: what the interpreter entered on the voucher.
- Estimate: Fluent's estimate of the round trip from the interpreter's address.
How Fluent pays them:
- In-person only: Mileage and travel time pay only on In-person appointments, and only when the interpreter rate card pays them.
- Greater figure: Fluent pays the greater of the voucher figure and the estimate. Mileage rounds up to the whole mile, and travel time gets the rate card's travel minimum and interval.
- No voucher figure: Fluent pays the estimate and shows Voucher missing mileage or Voucher missing travel time.
- Late cancel: only a figure entered on the voucher pays. Fluent never pays an estimate on a late cancel.
- Partner agency interpreters: paid the voucher figure only, so their earnings have no Voucher or Estimate pick.
Rules and limits
- While a payee has a red or amber flag or Missing rates, the payee table shows a lock instead of a checkbox.
- On a merged visit, a flag on any of its appointments holds the same earnings for the whole visit.
- A flag approval has no undo on screen.
- An approval lasts until a voucher or schedule change moves the figures you approved, and then the flag comes back.
- For flags about the voucher, the drive, or the visit, one approval also covers the same flag on the customer's invoice when the figures match. Early voucher start is approved on each review separately.
- Duration discrepancy, Mileage discrepancy, and Travel time discrepancy use the Invoice review thresholds in Settings › Agency defaults, the same numbers as the invoice review. See Agency defaults and holidays.