Close Melds That Don't Need a Bill

Coordinators close verified Melds that won't be billed by marking them No Bill Needed with a reason. Closing these Melds keeps Ready to Bill limited to Melds someone will be charged for, so a Meld that needs a bill doesn't get lost among ones that don't. No Bill Needed is sometimes called closing a Meld without a bill.

Before You Start

Marking Melds No Bill Needed needs the right access, so check these details first.

• Who this is for: Coordinators.
• Applies to: All Property Meld customers.
• Access needed: Agent (the platform role for property management company staff who coordinate Melds), with the Add/Edit Bills permission to see Verify and Bill.

How No Bill Needed Works

No Bill Needed gives every Meld that no one will be charged for a clear end: it reaches Closed with a recorded reason instead of waiting for a bill that will never come. Closing without a bill is part of how TrueCost accounts for the full cost of every Meld, because the costs are confirmed at verification and the reason records why no one is billed.

No Bill Needed follows these rules:

• A Meld can be marked No Bill Needed only once it's verified.
• A Coordinator marks a Meld No Bill Needed by hand, or a No Bill Needed rule marks it automatically when a Coordinator verifies it.
• A rule applies whichever verify action the Coordinator chooses, including Verify and Create a Bill. The Verify Work Completed flyout shows a note with the rule's reason before the Coordinator verifies. To set up rules, see Set Up No Bill Needed Rules.
• Every No Bill Needed mark has a reason. The Meld's Activity Log records each mark, and a rule's mark is recorded under the Coordinator who verified the Meld.
• When you mark a Meld by hand, Why Aren't You Going to Bill This Meld? offers these reasons, and you choose one:
  • This Is an Owner-Managed or Company-Owned Unit
  • The Owner's Management Agreement Covers This Work
  • No Work Was Performed (Duplicate, No Issue Found, or Canceled)
  • This Will Be Billed on a Different Meld or Project
  • This Is Covered by Warranty or Insurance
  • Waived as a Courtesy
  • Other, where you also enter your own reason
• Open work logs don't stop a Meld from being marked No Bill Needed.
• A Meld marked No Bill Needed moves to Closed and keeps its resolution, for example Completed.

Mark a Meld No Bill Needed

Marking a Meld No Bill Needed by hand closes the Melds that no rule covers, so they don't sit on Ready to Bill. Choose where to mark the Meld:

Decision point: where to mark the Meld No Bill Needed

• While verifying: choose Verify and No Bill Needed in the Verify Work Completed flyout. Fits a Meld you already know won't be billed.
• From Ready to Bill: choose Mark No Bill Needed on the Meld's row. Fits a Meld that's already verified.
• Considerations: a cost left off a bill is a cost your company absorbs, so mark a Meld No Bill Needed only when no one will be charged for the work. If a rule covers the Meld, verifying it closes it, and you don't need to mark it.

Mark a Meld While Verifying

Marking a Meld while verifying closes it in one step. To mark it:

1. In the sidebar, under Melds, select Verify, then select Review on the Meld.

2. Open the menu next to Verify and Go to Next Meld, choose Verify and No Bill Needed, then select Verify and No Bill Needed.
3. Under Why Aren't You Going to Bill This Meld?, choose a reason. If you choose Other, enter your reason in Please Specify a Reason.
4. Select Mark No Bill Needed.

Mark a Meld From Ready to Bill

Marking a Meld from Ready to Bill closes a verified Meld that turned out not to need a bill. To mark it:

1. In the sidebar, under Melds, select Bill to open Ready to Bill.
2. On the Meld's row, select the arrow on the row's main button (Draft Bill, or Review Bill if the Meld has a drafted bill), then select Mark No Bill Needed.

3. If Mark This Meld No Bill Needed? appears, select Delete Bill. The reason flyout opens next, the same as for a Meld without a bill.
4. Under Why Aren't You Going to Bill This Meld?, choose a reason. If you choose Other, enter your reason in Please Specify a Reason.
5. Select Mark No Bill Needed.

Bill a Meld That Was Closed Without a Bill

Reversing No Bill Needed recovers the cost of a Meld that was closed by mistake. To bill the Meld, open it from Closed with View Meld, then select Mark as Bill Needed in the Meld details. The Meld moves to Ready to Bill. Mark as Bill Needed is available only in the Meld details.

To change the reason on a Meld a rule closed, select Mark as Bill Needed, then mark the Meld No Bill Needed from Ready to Bill with the reason you want.

If Your Situation Is Different

How No Bill Needed fits your work depends on how your company bills and who handles close-out.

• If your company never bills for maintenance, or forwards Vendor invoices to Owners: a No Bill Needed rule can close every Meld when it's verified, so you rarely mark Melds by hand. See Set Up No Bill Needed Rules.
• If someone else closes out Melds: at some companies, a Property Manager or a dedicated billing person marks Melds No Bill Needed. The steps are the same for anyone with access.

What Happens Next

After a Meld is marked No Bill Needed, it reaches its final state, so it no longer appears on lists of Melds waiting for work.

• What you see: the Meld leaves Review & Verify or Ready to Bill and appears on Closed, and its Activity Log shows the mark and reason.
• What others see: every Agent can see the Meld on Closed. No bill is created, so the Owner doesn't receive one.
• If you cancel the reason step after Verify and No Bill Needed: the Meld stays verified and moves to Ready to Bill. Mark it No Bill Needed from there.
• If you can't find the Meld on Closed: if it's still on Review & Verify, it wasn't verified. If it's on Ready to Bill, the No Bill Needed mark didn't complete, so mark it again.

Limitations and Things to Know

No Bill Needed has these limits, each with what to do instead.

• You can't undo verifying. Mark as Bill Needed reverses only the No Bill Needed mark, so check the evidence before you verify.
• You can't mark a Meld with a drafted bill without deleting the bill. Keep the bill if anyone will be charged.
• You can't change a rule's reason while verifying. Use Mark as Bill Needed, then mark the Meld No Bill Needed with a new reason.

Related Articles

These articles cover the rest of closing out a Meld and where to get help.

• Closing Out Completed Melds
• Set Up No Bill Needed Rules
• Contacting Customer Support