Unite Us billing worksheets without the spreadsheet

The billing worksheet is where an SCN food program's whole month comes to a point: every member, every billing period, goods delivered, uplift applied, capped at the authorization — formatted the way your Lead Entity wants it in Unite Us. For most agencies it's also the most dreaded spreadsheet of the month.

Why the spreadsheet hurts

It's not the format — it's that the worksheet is a reconciliation. To fill one row you need the authorization (one system), the orders (vendor portals or email), what was actually delivered (calls or driver texts), the invoice (a PDF somewhere), and the uplift math (you). Multiply by every member, and the worksheet becomes a day of copying numbers between windows — every copy a chance for a typo that becomes a rejected claim or an audit question.

The worksheet as a by-product

Flip the order of operations. If ordering, delivery, and proof already happen in one system, then the worksheet isn't assembled — it's generated:

1. Each delivered order is priced and proven the moment the vendor confirms delivery with a photo.
2. Each billing period per authorization sums its delivered orders, applies the uplift, and caps at the authorization — the same calendar rules the ordering caps used, so the numbers can't disagree.
3. The worksheet is a download: pick the week, get the CSV, submit in Unite Us. Claims are marked exported so nothing is double-billed.

The row that took ten minutes of hunting takes zero — it was written the moment the food arrived.

What to check before you trust any generated worksheet

• Delivered, not ordered: only delivered orders should ever appear.
• Cap math per period, not per order — partial weeks and mid-period authorization changes handled.
• A snapshot of which orders produced each number — so any claim can be replayed for a reviewer.
• Tested math. Ask the vendor how their billing engine is tested. (Ours runs a suite of automated billing tests on every change — it's the moat, so it's never allowed to be wrong.)

In HiveMarket, Billing is a download button, not a day: worksheets, monthly statements, and one-click PDF audit bundles per claim. The paperwork writes itself.