The work gets done.
Interpreters submit vouchers from the field: actual time, mileage and travel.
Billing
Billing that generates itself.
Rates go in once. Every period, Fluent drafts the invoices and pay statements from the completed appointments. You review the flags and approve.
Included on every plan.
Runs on your schedule
Weekly, twice a month or monthly. A customer who needs their own cadence gets one.
Bills the way you bill
Language groups, time bands, minimums, rounding, travel and mileage. Set once on a rate card, applied every run.
Flags, not surprises
Anything off gets a flag before it goes out: a missing voucher, a language with no rate, margin under your floor.
How it works
From appointment to paid.
One flow from a completed appointment to the invoice and the pay statement it belongs on.
Fluent prices it.
Your rate cards and billing rules price every appointment, and each line lands in the billing run for its period.
You review and approve.
Draft invoices and pay statements wait for you. Flags mark the lines that need a closer look; everything else approves in bulk.
Send and sync.
Invoices go to customers, statements go to interpreters, and QuickBooks gets the invoices.
Rates
Rate cards for everyone you bill and pay.
A rate card holds a full set of rates: in-person, video and phone, four time bands, minimums, language groups, travel and mileage. Customers, interpreters and partner agencies each get cards of their own.
Billing rules
Your contract terms, applied to every appointment.
Every agency bills a little differently. The rules on a card are how you say so once, and then every appointment on that card follows them without anyone doing the math.
- Price the way you already do
- Operating hours, cancellation notice, late cancel charge, billed time, rush lead time, merge gap and rounding. Enough rules to match a contract, not rewrite it.
- One answer for each side
- A customer card, an interpreter card and a partner card each keep their own rules, so what you bill and what you pay can differ on purpose.
- Nothing left to interpret
- The run applies the rules the same way every time. A late cancel bills what the card says, not what someone remembered.
Change a rule on the card and every open appointment follows it from the effective date you choose.
Effective dates
Change a rate with or without rewriting history.
Every save asks when the new rates start. Before you confirm, Fluent shows what the change reaches: the customers on the card and the open invoices that will re-bill.
- Pick the start
- This billing period, the next one, everything still open, or any date you choose.
- See the reach first
- The customers on the card and the open invoices that re-bill, with today's totals.
- Closed stays closed
- Invoices in closed billing runs stay as billed. If a change would move one, you decide where the difference goes.
- Schedule ahead
- Save next year's increase today. Current rates stay in force until then, and every version stays in the card's history.
Review
Drafted by Fluent. Approved by you.
Draft invoices and pay statements arrive with their flags attached, so the only ones you read line by line are the ones that need it.
Unpriced work
A language or service with no rate is named and held, never billed at zero.
Missing vouchers
The appointment waits for its voucher and rolls into the next run. One click reminds the interpreters who owe one.
Numbers that don't match
Voucher time or mileage that disagrees with the schedule or the route estimate gets a flag on that line.
Margin under your floor
Set a margin floor for the agency. Any appointment that bills under it is flagged before approval.
Clean invoices approve in bulk. One that already went out can be revised, with the change on record.
Reports
See the margin, not just the invoice total.
The Billing report sits beside your runs: revenue, interpreter pay and gross margin for any period, broken down by customer, interpreter, language or service type.
This period against the last
Revenue, interpreter pay, gross margin and what's still owed to you, with the previous period beside each number.
Revenue as it builds
A running total through the period, drawn over where the previous period stood on the same day.
Break it down
By customer, interpreter, language, service type or team. Every row shows revenue, pay and margin.
Click into anyone
Open a customer or interpreter to see their invoices and runs, then filter the whole report to them.
Exports
Out of Fluent, into your books.
Export one approved invoice or a whole run as a PDF, CSV or Excel workbook, whenever you need it. Every export requires two-factor verification and is logged. QuickBooks sync is there if you use it, not a requirement.
Invoice PDF
The invoice your customer receives, one file per invoice or the whole run zipped.
CSV
One row per line item, with the columns you chose in Settings. Import-ready for any accounting system.
Excel workbook
The same rows, formatted, with readable column names and multiline descriptions.
QuickBooks sync
If you use it: closed invoices become QuickBooks invoices, pay runs become bills, and new customers are matched before anything is sent.
Customer portal
Coming soon A billing portal for your customers.
An interpreting invoice can carry patient names, dates and providers, and most inboxes aren't built to hold them. The portal sends a summary and opens the details only after your customer signs in.
- A summary in the email: total, due date, invoice number
- A de-identified copy they can read without signing in
- Names and appointment details once they create an account
Invoice INV-1194 · $1,697.49 due Nov 11, 2026Inbox
Middle West Interpreters to me
Middle West Interpreters sent you an invoice.
Billed to Family Care Clinic, attn. Accounts Payable.
Total due $1,697.49 Due Nov 11, 2026
- Invoice number
- INV-1194
- Billing period
- Sep 28 – Oct 11, 2026
- Appointments
- 8
Sent through Fluent. Not expecting this invoice? Check with the sender before you pay.
Rate cards with your billing rules · Invoices and pay statements drafted on a schedule · Weekly, twice-monthly or monthly runs · Minimums, rounding, rush and after-hours pricing · Late-cancel charges applied for you · Same-location visits billable as one · Mileage and drive time estimated for you · Invoices flagged for review · Low margins flagged automatically · Schedule rate increases ahead · Retroactive invoice revisions and corrections · QuickBooks sync, PDF, CSV and Excel exports · Revenue and margin by customer ·
See it run on your numbers.
Book a walkthrough. We'll put your rates on a card, run one real period, and show you the flags and the margin it produces.