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.

You may have a buyer that requires a different invoice layout to the rest of your buyers.  To change the layout per buyer, go to the People section and select Buyers.  Find your Buyer, select their record and within that record go to the Buyer tab.  On the right you will see that you can configure invoice settings for Display Density, Footers, the option to Show Service Contracts/Group by Service Contracts/Show Clients address.

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.

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. (This information automatically shows before the PDF invoice is generated so you are able to make sure that the costs are being calculated correctly.)

Grouped by visit 

Lists the bookings with just the total cost for each one. 

If you have a buyer that has a different preference from your default, you can override their Display Density and Page Footer in their Buyer profile.

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. 

If carer names or initials are displayed in the invoices, these will also be separated.

Grouped by item & week

Breaks down the items as with grouped by item, but separates these on a per week basis.

 

If you have a buyer that has a different preference from your default, you can override their Display Density and Page Footer in their Buyer profile. See Invoice Settings for Buyers for more information.

Invoice number and prefix

You can set the number you want your invoices to start from, the number entered must be the number of the last invoice issued not the number of invoice you want to start from. As an example, if you enter #99 into this field, the first issued invoice will be #100.

It is also possible add a prefix to your invoices, this will be universal across all teams and will show in front of the number on an issued invoice.

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).