The invoice settings are there to help you customise your invoices based on how you want them to look. To access these settings go to Finance > Invoicing > Invoice settings. Here you can set for all clients in individual teams or by selecting Master, the settings will apply to all clients in all of the teams.
Buyer specific invoice settings
Buyers can have their own specific invoice settings, see here for more information.
⚠️ Please be aware that not all settings can be set on a per-buyer basis.
Default payment terms
The maximum amount of days an invoice should be paid by.
Editable period
Once an invoice has been issued, you will be unable to edit it without first unlocking it. Adding an editable period allows you to edit an invoice after issuing, if the need arises, without having to delete the invoice run.
Footer
Page Footer
Text shown at the bottom of each printed page.
Invoice Footer
Text that is shown once, at the end of the invoice (but before the remittance slip if enabled).
Display
How much information the invoice shows. This includes:
Carer names
You can choose to display your carer names on the invoices. There are three options to choose from:
None
Initials
Full name
For both initials and full name, you have the option to include it only for bookings with more than 1 carer, or for all bookings.
❗ If any changes are made after an invoice, or invoice run has already been created, you will need to recalculate for these changes to take effect.
Display density
Controls how the line items of the invoice are formatted.
ℹ️ Before exporting, the invoice on the management portal will always show the full breakdown of the charges, which matches the detailed. This view cannot be changed, it is only the PDF export that these settings affect.
Detailed (default)
Gives a full breakdown of each visit and how the rate was calculated/split ie 90 min call with 1 hour pro rata rate and 30 mins base rate.
Grouped by visit
Lists the bookings with just the total cost for each one.
ℹ️ Detailed and grouped by visits are the only two options that show the date, time and duration for each booking.
Grouped by visit hours
Shows a breakdown of the hours spent in each booking type, on a per week basis.
Grouped by item
Gives a breakdown of each charge rate, and the quantity used. As an example, the default hourly rate may show up as "Base rate" with a quantity of 10.5, meaning that 10.5 hours had been provided at that charge rate. Unsociable hours, NPRRs and mileage charged back to clients will be separated.
ℹ️ If carer names or initials are displayed in the invoices, these will also be separated. E.g. John smith base rate, Caroline Anderson base rate
Grouped by item & week
Breaks down the items as with grouped by item, but separates these on a per week basis.
Invoice number and prefix
See Number Schemes for more information.
Invoice notification template
Modify the content of the email notification that buyers are sent when an invoice is emailed to them. You can use Markdown for basic formatting of the message, and we provide you with some handy replacements that allow you to insert relevant fields (a bit like mail merge).