Office & managers Rolling out

Check, send and chase invoices

Invoices are made from completed visits, priced by each payer's services and rates. The new Invoices tab shows where every invoice stands. Generating, sending and recording payment open the current invoicing page from the buttons on the tab.

Rolling out These steps use the new HomecareOS screens, which are being switched on agency by agency. If your screens look different, call us on 01905 674704 and we will walk you through it.

Before you start

  • Set up who pays you and their services and rates first, under Money > Rates & rules.
  • You need a role that can see finance.

Steps

  1. Open Money, then Invoices

    The picture at the top shows invoices by state: Draft, Sent, Part paid, Overdue and Paid. Choose a state to list only those.

  2. See what payers owe

    What payers owe shows the total owed, how much is past due, the drafts, and who owes most.

  3. Narrow the list

    Choose a Payer and Show invoices. The list is newest first, with the number, who it is billed to, the period, the amount, when it is due and its state.

  4. Check an invoice

    Choose an invoice to see its facts, each line with its visit, person and service, what was billed and the price, and the totals.

  5. Generate an invoice

    Choose Create invoice at the top of the page. It opens the current invoicing page: choose Generate Invoice. Choose the payer, the period start and end, and how the lines are laid out: one line per visit, grouped by service user, or grouped by service type. Add a purchase order if the payer needs one.

  6. Send it

    On the chosen invoice, choose Send, then Send Invoice. It is emailed to the payer with the PDF attached. Once sent, you can Resend it. Download PDF is there too.

  7. Record payment

    When money arrives, choose Mark paid on the invoice, then Record Payment and enter the payment date and the amount received. A payment for less than the total leaves the invoice part paid.

Screenshot coming soon

Good to know

  • Refresh prices prices the visits again as a new invoice would today: the current service, rate card and rounding settings, and the visits as recorded now.
  • Void invoice is only for an invoice created in error that has not been sent. It deletes the invoice and releases its visits so they can be corrected and invoiced again.
  • A visit's charged time is shown on its visit card under What happened, beside the planned, actual and paid times.

Further reading

Was this helpful?

From timesheets to time checks to payroll Check the week's timesheets, look at visits off plan, then run pay with nothing held. Rolling out Use the visit card: times, carers, cancelling and history See planned against delivered, correct times, change carers, cancel, and read the change history. Rolling out Cancel a visit Cancel with a reason and a charge, and keep the visit on the record. Rolling out