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SETWorks Embedded Accounting 

Connect billing, receivables, payments, transactions, and accounting activity in SETWorks

Overview

The Accounting module helps your organization connect accounting workflows directly to activity happening in SETWorks. When configured, billing and payment activity in SETWorks can automatically create accounting entries, helping your finance team track receivables, revenue, payments, bank activity, and financial reports in one place.

Together with SETWorks RCM capabilities and payroll-related workflows, the Accounting module is part of a broader financial operations experience built for IDD providers. The goal is to help your organization connect the work being delivered, the claims and payments being managed, and the financial activity your team needs to review — without relying on disconnected systems or duplicate data entry.

This module is designed to reduce duplicate data entry, improve visibility between services delivered and financial activity, and help finance teams better understand how billing activity flows into accounting.

ℹ️ Note: Access to the Accounting module is only available if your organization has purchased this module and it has been enabled for your site.

ℹ️ Note: Terminology can be modified within SETWorks to better fit your organization. If the terminology in this article does not match your site, contact your local administrator.

Who should use this article?

This article is intended for:

  • Finance users
  • Bookkeepers
  • Billing administrators
  • SETWorks administrators
  • Users responsible for receivables, reconciliation, accounting review, or financial reporting
What the Accounting module does

The Accounting module helps connect SETWorks billing activity to accounting workflows.

Depending on your organization’s setup, the module can support:

  • General ledger activity
  • Chart of accounts
  • Accounts receivable tracking
  • Journal entries
  • Payment posting
  • Undeposited funds
  • Bank account connections
  • Transaction review and reconciliation
  • Standard accounting reports, such as Profit & Loss, Balance Sheet, Cash Flow, and Trial Balance

For example, when a claim is submitted from SETWorks, the Accounting module can create a debit to Accounts Receivable because money is now owed to your organization. When a payment is received and posted, the module can clear Accounts Receivable and record the payment in the appropriate account, such as Undeposited Funds.

How the accounting workflow works

A common workflow looks like this:

  1. A billable Activity Record is created in SETWorks.
  2. The activity is billed through the billing workflow.
  3. A claim is submitted.
  4. The Accounting module creates an Accounts Receivable entry for the submitted amount.
  5. A payment file, such as an 835, is received or uploaded.
  6. The payment is posted.
  7. The Accounting module clears the related Accounts Receivable balance.
  8. The payment amount is recorded in the appropriate account, such as Undeposited Funds.
  9. Finance users can review the activity in the General Ledger, Transactions, Chart of Accounts, and Reports.

This helps connect the operational workflow in SETWorks to the financial workflow your accounting team needs to manage.

Check out a video of how to set things up

Before you start

Before using the Accounting module:

  1. Your organization must have purchased the Accounting module.
  2. The module must be enabled for your SETWorks site.
  3. Your user role must have permission to access Accounting.
  4. Your organization’s chart of accounts should be configured or reviewed.
  5. Accounting mappings should be configured so SETWorks knows how billing and payment events should post to accounting accounts.
  6. If your organization plans to use bank connections, an authorized finance user must connect the appropriate bank account.

Getting Started

1. Confirm access to the Accounting module

Before getting started, confirm that the Accounting module has been enabled for your organization and that your user role has permission to access it.

If you do not see the Accounting module, contact your local SETWorks administrator or SETWorks Client Success.

2. Connect your bank account, if enabled

If bank connections are enabled for your organization, the first setup step is to connect the appropriate bank account.

This allows bank transactions to flow into SETWorks so authorized finance users can review transactions and support reconciliation workflows.

Only users with the appropriate permissions should connect or manage bank accounts.

3. Review and set up your Chart of Accounts

After bank access is configured, review your Chart of Accounts within the Accounting Utility.

The Chart of Accounts is the list of financial accounts your organization uses to organize accounting activity. Examples may include:

  • Accounts Receivable
  • Service Revenue
  • Cash or bank accounts
  • Undeposited Funds
  • Expense accounts
  • Program, department, or location-based accounts

From the Chart of Accounts, authorized users can review current balances and drill into specific accounts to see the activity posted against each account.

Your organization should confirm that the available accounts match the way your finance team wants to track revenue, receivables, payments, expenses, and other financial activity.

4. Review accounting mappings

Accounting mappings determine how activity in SETWorks posts to accounting accounts.

For example, your organization may configure claim submission to post to Accounts Receivable and Service Revenue. When a payment is received, the related receivable can be cleared and the payment can be recorded in the appropriate account, such as Undeposited Funds.

Before testing or going live, review your accounting mappings to confirm that billing and payment activity will post to the correct accounts.

Testing the Workflow

5. Submit a test claim

Once setup is complete, submit a test claim from the billing submission screen.

When a claim is submitted, SETWorks can create the related accounting activity.

For example, if a $600 claim is submitted, the Accounting module can create an Accounts Receivable entry for $600 because that amount is now outstanding.

6. Review the claim in the General Ledger

Open the Accounting module and go to the General Ledger.

From the General Ledger, open the Accounts Receivable account and confirm that the submitted claim appears as expected.

Example:

  • Claim submitted: $600
  • Accounting result: $600 debit to Accounts Receivable

This means the organization is now owed $600.

7. Post a test payment

Next, post a test payment through the billing/payment workflow.

In many cases, this may come from a payment or remittance file, such as an 835. Once the payment is processed, SETWorks updates the related accounting activity.

For example, if the $600 claim is paid, the Accounting module can clear the $600 from Accounts Receivable and move the amount to the appropriate payment account, such as Undeposited Funds.

8. Review payment activity in the General Ledger

Return to the General Ledger and review the related accounts.

Confirm that:

  • Accounts Receivable was reduced or cleared
  • The payment amount was recorded in the expected account
  • The accounting activity matches the billing/payment activity in SETWorks

9. Review transactions

Open the Transactions section to review financial activity.

The Transactions view allows authorized users to review income and expense activity, filter transactions, and see whether items have been reconciled.

Depending on your organization’s setup, transactions may include:

  • Payments
  • Bank activity
  • Income
  • Expenses
  • Reconciled transactions
  • Items that still need review

10. Review accounting reports

Finally, review the available accounting reports.

Available reports may include:

  • Profit & Loss
  • Cash Flow Statement
  • Balance Sheet
  • Trial Balance

These reports help finance users understand financial activity across the organization.

Frequently Asked Questions

Why don’t I see the Accounting module?

Your organization may not have purchased the Accounting module, the module may not be enabled for your site, or your user role may not have permission to access it. Contact your local SETWorks administrator or SETWorks Client Success for help.

Does this replace our existing accounting system?

 

Not necessarily. The Accounting module is designed to bring accounting workflows closer to the operational and billing activity already happening in SETWorks. Depending on your organization’s setup, it may be used alongside your current accounting process or as part of a broader accounting workflow, however it can be a full on replacement.

What happens when a claim is submitted?

 

When configured, submitting a claim can create an accounting entry in Accounts Receivable. This represents money owed to your organization.

What happens when a payment is received?

 

When a payment is posted, the Accounting module can reduce the related Accounts Receivable balance and record the payment in the appropriate account, such as Undeposited Funds.

Can we connect our bank account?

Bank account connections may be available if enabled for your organization. This allows authorized users to bring bank activity into SETWorks to support transaction review and reconciliation.

Who should manage accounting settings?

Accounting settings should typically be managed by finance leaders, bookkeepers, billing administrators, or SETWorks administrators who understand your organization’s accounting structure.

What should I do if an accounting entry looks incorrect?

First, review the underlying SETWorks billing or payment activity that created the entry. Confirm the claim, amount, date, payer, service, payment, and accounting mapping are correct. If the issue is not clear, contact your SETWorks administrator or submit a support request..