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Medely’s Invoicing Process

Manage your Medely Facility billing, invoicing methods, and credit limits. Learn about Net 30 terms, Auto-Pay fees, and the 3-day timesheet exception rule for Medely healthcare staffing.

Medely Billing Quick-Reference

The Essentials:

  • Two Invoicing Tracks: Choose between Weekly Billing (Net 30 terms, 4% fee) or Auto-Pay (Next-day billing, 0% fee).

  • Payment Methods: Medely accepts Credit Cards, ACH, and Wire Transfers. Transaction fees range from 0.8% to 3.5% depending on the method.

  • Credit Limits: Posting access is based on your Medely Credit Limit. If your "Used Credit" (unpaid invoices + booked jobs) exceeds this limit, shift posting is paused.

  • Timesheet Approval: You have a 3-day window to review "Exceptions" (late clock-ins/missed breaks). After 3 days, Medely automatically approves and invoices the hours.

  • Support: Contact [email protected] for billing/credit issues and [email protected] for general account help.

Welcome to Medely! Our Accounts Receivable Department is here to work hand in hand with you to ensure you have a smooth experience with us. Here are important items to know about Medely’s invoicing process.

1. Invoicing Methods and Fees

Medely offers two distinct billing tracks for Facilities. The Facility Administrator selects the method during registration, which can be modified within the Medely platform or by emailing [email protected].

Weekly Billing

Auto-Pay

Cadence

Invoiced weekly (based on shift completion)

Invoiced next-day (after shift completion)

Terms

Net 30-day terms

Immediate payment

Applicable Fee

4%

0.8% – 3.5%

Acceptable Payment Method

ACH/Wire, Check, Credit Card, Debit ACH

Credit Card, Debit ACH

2. Medely Credit Limit Policy

Medely assigns a specific credit limit to each facility based on credit agency ratings, expected sales volume, and internal payment history.

  • Used Credit Calculation: Sum of unpaid invoices + in-progress shifts + booked/posted jobs.

  • Remaining Credit: Total Credit Limit minus Used Credit.

  • Operation Interruptions: If used credit exceeds the limit, the facility is restricted from posting new shifts or assignments until the balance is reduced.

  • Limit Adjustments: Requests for credit increases must be directed to [email protected].

3. Payment Processing

Payment procedures are determined by the facility’s chosen invoicing method:

  • Auto-Pay Facilities: Charges are applied immediately to the credit card or bank draft on file upon invoice issuance.

  • Weekly Billing Facilities: Payments can be made via the Medely Billing Page using debit ACH or credit card, or funds can be remitted directly to Medely’s bank account, via ACH, Wire, or a check to the lockbox.

  • Documentation: To request a Medely W-9 or vendor setup form, contact the Accounts Receivable department directly.

4. Timesheet Verification & Disputes

All billing is generated from the electronic timesheets submitted by Professionals within the Medely system.

  • Calculations: Hourly rates, bonuses, and breaks are based on the original job posting parameters.

  • Exceptions: Shifts with late clock-ins or missed breaks are flagged as "Exceptions."

    • Approval Window for Exceptions: Facilities have three (3) days to review and approve exceptions in the Timesheets tab. If no action is taken, the system will automatically approve the timesheet for billing.

  • Discrepancies: Any concessions or special billing arrangements must be documented in writing to be valid.

5. Managing Your Medely Billing Gateway

The Billing Tab in the Medely account portal serves as the central hub for financial management. Facilities may:

  • Download invoices in PDF or CSV formats.

  • Review payment history and apply credit balances.

  • Schedule a portal walkthrough with a Medely Collections Specialist by contacting [email protected]

6. Contact Information

For matters strictly related to invoices, credit limits, or payments:

For general account support or platform troubleshooting:

  • Email: [email protected]

  • Phone: 888-858-7660

  • Live Chat: Available via the Medely account portal.

  • Office Hours: 5 AM - 5 PM PT

FAQs

Q: What are the invoicing options available to Medely Facilities?

A: Medely offers Weekly Billing and Auto-Pay (Next-day invoicing).

Q: How does Medely determine a facility's credit limit?

A: Credit limits are calculated based on three factors: expected sales volume, third-party credit agency ratings, and the facility’s internal payment history with Medely.

Q: Why is my Medely facility restricted from posting new shifts?

A: If your "Used Credit" (which includes unpaid invoices and all booked/in-progress jobs) exceeds your assigned Medely Credit Limit, the system will automatically restrict new postings until a payment is made.

Q: Where can I download copies of my Medely invoices?

A: All invoices are available for download in PDF or CSV format under the Billing Tab within the Medely account portal.

Q: Who should I contact for a Medely W-9 or vendor setup form?

A: Please contact the Medely Accounts Receivable department at [email protected]

Q: What is the difference between Medely Billing Support and Customer Support?

  • Medely Billing ([email protected] / 888-958-7701): Handles invoices, credit limits, and payment processing.

  • Medely Support ([email protected] / 888-858-7660): Handles platform troubleshooting and general account inquiries.

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