Add travel, wait time and expenses to a case note

Record travel hours, wait hours and out-of-pocket expenses with a receipt on each billing guide of a case note.

Last updated October 22, 2026

Who can do this: Admin, Nurse Case Manager, Internal Case Manager, Billing Staff

Your company must have this turned on. Ask support at admin@casemgmt.io.

Steps

Open the patient, click the Case Notes tab and click + Add Case Note.
Add a billing guide and enter its Hours and Miles as usual.
Under that billing guide, click + Travel, Wait Time & Expenses.
Enter Travel Time (hours) and Wait Time (hours).
For an expense, enter the Expense Amount and an Expense Description (for example parking or tolls), and choose the receipt file under Receipt (optional). A photo or a PDF works.
Click Save Case Note.

Each billing guide on the note shows its travel, wait and expense amounts, with a View receipt link.

With this switched on, the totals above the notes add Travel Hours, Wait Hours and Expenses.

Receipts are filed in a Receipts folder in the patient's Documents. CaseMgmt creates the folder the first time.

Travel and wait time are always billable.

Click Hide to fold the travel and expense fields away again.
To add or replace a receipt later, edit the note: the billing guide shows View current receipt and lets you choose a new file.

"Receipt upload failed. The note will be saved without the receipt; you can attach it by editing the note.": The note saved. Edit it and choose the receipt file again.
I don't see + Travel, Wait Time & Expenses.: It shows under each billing guide once you've added one, and only when your company has travel, wait and expenses turned on. Ask support at admin@casemgmt.io.