Declaring ​
The Declaring screen is where you bill the care you delivered. You select open appointments, bundle them into a Vecozo batch or turn them into invoices, and track and manage the batches. The screen is intended for practitioners and finance administrators. It is built from four tabs — Insurer, Batches, Private and Invoices — each covering a step in the billing process.
This screen replaces the workflow description from the older Billing documentation. Managing individual manual invoices is on its own page, Invoices.
Overview ​
| Route | /claims/insurer, /claims/batches, /claims/private, /claims/invoices |
| Audience | Practitioner, finance administration |
| Required permissions | billing.read (view); billing.create, billing.update, billing.export and billing.delete for specific actions |
The way you work depends on your organization's billing method:
| Method | How it works |
|---|---|
| Vecozo | Appointments are bundled into a batch that is submitted to the insurer as XML. The Batches tab is visible. |
| Paper | Appointments are turned directly into invoices (per client). The Batches tab is hidden; billing goes through invoices. |
How it works ​
Billing turns delivered care into incoming money. Once you understand the route an appointment travels and the rules Scrivio applies along the way, you know why an appointment is not yet billable and why appointments are bundled the way they are.
From appointment to invoice ​
Every billed appointment travels the same chain:
Appointment → billing line → batch or invoice → payment
- A completed appointment with billing category Insured care or Private care is the source (see Appointment types).
- When you prepare it, the appointment becomes a billing line with a service code, tariff and debtor (insurer or client).
- The billing lines are bundled — and here the workflow splits:
- Vecozo (insured care): lines go into a batch that is submitted to the insurer as XML (GDS801 format).
- Paper / private: lines become invoices directly, going to the client. The batch step is skipped.
- After submission or sending, the follow-up — sending, recording payment, crediting if needed — happens on the Invoices tab.
That is why the Batches tab only exists at Vecozo organizations; paper organizations go straight from appointment to invoice.
When is an appointment billable? ​
An appointment is only billable once there are no outstanding signals. A signal flags data that is missing to bill correctly, for example:
- a missing client BSN;
- a missing referral letter;
- a missing AGB code of the organization or practitioner.
Appointments with outstanding signals cannot be selected; hover over the signal icon to see what is missing (see Filter and select appointments). If data is missing at the organization level (such as the AGB code), Scrivio pauses billing entirely with the message Billing paused.
Grouping rules ​
When bundling, Scrivio applies fixed rules that you do not override manually:
- One batch, one insurer. All appointments in a Vecozo batch must belong to the same insurer. If you select appointments from multiple insurers, you cannot create a batch.
- The batch period is derived from the dates. A batch's period automatically runs from the earliest to the latest appointment date in your selection.
- One invoice per client. When creating invoices (paper or private), the appointments are grouped per client, so each client receives one invoice.
Deleting a batch: two variants ​
A batch has two kinds of "delete" with very different consequences:
| Action | Available for | Effect |
|---|---|---|
| Delete | Draft batch | The batch disappears, but the billing lines return to Ready and can go into a batch again. Nothing is lost. |
| Delete (permanent) | Ready or Exported batch | The batch, its billing lines and any draft invoices are deleted irreversibly. |
Use Delete when you want to reorganize a wrongly composed draft batch, and Delete (permanent) only when you want to withdraw the billing entirely. See Delete batch and Discard batch.
Switch tabs ​
The tabs are at the top of the screen. Click a tab to switch to that section:
| Tab | Contents |
|---|---|
| Insurer | Prepare open, insured appointments for billing. |
| Batches | View, finalize, download and delete Vecozo batches. |
| Private | Select open appointments for private invoicing. |
| Invoices | Overview of the invoices you created (see Invoices). |
For organizations that bill on paper, the Batches tab is hidden; if you reach it through a direct link, you are redirected to the Invoices tab.
The following actions are on the Insurer tab.
Filter and select appointments ​
The Insurer tab lists the open, insured appointments. Per appointment you see, among other things, the client, the practitioner, the type, the service code, the price, the date, the insurer (debtor) and any signals.
The status buttons above the list quickly narrow the view:
| Button | Shows |
|---|---|
| All | All open appointments. |
| Billable | Only appointments without signals — ready to bill. |
| Incomplete | Only appointments with outstanding signals. |
Click Filters at the top right for the advanced filter panel:
| Field | Required | Description |
|---|---|---|
| Period (From / To) | No | Restrict the list to a date range. |
| Status | No | All, unprocessed or processed. |
| Insurer | No | Filter by insurer. |
| Practitioner | No | Filter by the responsible practitioner. |
| Location | No | Filter by location. |
| Care-demand typing | No | Filter by care-demand typing code. |
| Client | No | Search for and select a specific client. |
| Service code | No | Filter by service code. |
Click Apply to activate the filters, or Clear to remove them.
Selecting appointments. Tick the checkboxes at the start of the rows. Only billable appointments (without signals) can be selected; appointments with outstanding signals are disabled until the missing data is completed. Hover over the signal icon to see what is missing (for example Missing: BSN, Referral letter).
The checkbox in the header selects all billable appointments in the list at once; click again to clear the selection. The number of selected appointments appears above the list. As soon as at least one appointment is selected, the primary action button appears — Create batch (Vecozo) or Generate invoices (paper).
If your organization is missing data needed to bill (for example a missing AGB code), the message Billing paused appears at the top. In that case, contact your administrator.
Create batch (Vecozo) ​
At a Vecozo organization you bundle selected appointments into a batch. Select the appointments and click Create batch. The batch is created directly from your selection and appears on the Batches tab.
Conditions:
- All selected appointments must belong to the same insurer. If you select appointments from multiple insurers, a message appears.
- The appointments must have a valid date and an insurer.
The batch period automatically runs from the earliest to the latest appointment date in your selection. This action requires the billing.create permission.
Generate invoices (paper) ​
At an organization that bills on paper, the primary button is called Generate invoices. Select the appointments and click the button. Scrivio creates billing lines from the appointments and groups them per client into invoices. The invoices then appear on the Invoices tab, where you handle them further.
If data needed for an invoice is missing (for example client details), an error message appears and no invoice is created. This action requires the billing.create permission.
The following actions are on the Batches tab (only visible at Vecozo organizations).
Filter and preview batches ​
The Batches tab lists the created batches with, among other things, the batch code, the date, the insurer, the number of lines, the total amount, the type (XML or PDF) and the status.
A batch moves through the following statuses:
| Status | Meaning |
|---|---|
| Draft | Still being edited; not yet ready for export. |
| Ready | Finalized and ready to export. |
| Exported | The XML has been downloaded/exported. |
| Submitted | Submitted to the insurer. |
| Approved / Rejected / Partially approved | Feedback from the insurer. |
Use the status buttons (All, Draft, Ready, Exported, Submitted) and the Filters button to refine the list, in the same way as on the Insurer tab.
Previewing a batch. Click a row or the eye icon to open the batch. The detail dialog shows the key data (insurer, period, total amount, number of lines) and the billing lines, grouped per client. From this dialog you perform the same actions as in the list.
Download XML ​
For batches that no longer have the Draft status, you download the Vecozo XML (GDS801 format). Click Download XML in the detail dialog or in the action column. You receive a file named declaratie-<batchcode>.xml. This action is only available for Vecozo batches and requires the billing.export permission.
Finalize batch ​
You finalize a batch with the Draft status to make it ready for export. Click Finalize in the action column or in the detail dialog. The batch moves from Draft to Ready. This action requires the billing.update permission.
Discard batch ​
You permanently discard a batch with the Ready or Exported status. Click Delete (permanent) and confirm in the dialog. The batch, its billing lines and any draft invoices are deleted irreversibly. This action requires the billing.delete permission.
Only use this when you want to withdraw the billing entirely. If you want to be able to bill the appointments again, use Delete batch on a draft batch instead.
Delete batch ​
You delete a batch with the Draft status without losing the underlying appointments. Click Delete and confirm in the dialog. The billing lines are returned to the Ready status, so you can include them in a new batch. This action requires the billing.delete permission.
The following actions are on the Private tab.
Select private appointments ​
The Private tab lists open appointments that are billed privately (so not through Vecozo). Per appointment you see the client, the type, the date, the duration and the price. Use the Filters button to refine the list (period, status, insurer, practitioner, location, care-demand typing, client and service code).
Tick the checkboxes to select one or more appointments. The number of selected appointments and the Create invoice button appear at the bottom.
Create invoices ​
Click Create invoice to turn the selected private appointments into invoices. A confirmation dialog opens showing how many invoices will be created and for which clients — the appointments are grouped per client, so each client gets one invoice.
Confirm with Create. The invoices are created and you are taken automatically to the Invoices tab, where you handle them further. This action requires the billing.create permission.
Invoices tab ​
The Invoices tab shows the overview of created invoices. Searching, filtering, downloading, sending, recording payments and creating credit notes are described on the Invoices page.