Billing a client under a different company name

The name a client trades under is not always the name their finance team needs on an invoice. A home may sit under a parent company, a trust may want invoices addressed to a central entity, or a client may simply use a different registered name for billing.

The Invoiced as field lets you set the company name that appears on that client's invoices, so they arrive addressed correctly and can be paid without being queried.

Before you begin

• You need access to the Clients area of Agency Accelerator.
• Ask the client for the exact name they need on their invoices, including any Ltd or LLP ending, as this appears on the invoice exactly as you type it.
• If you leave the field blank, invoices use the client's registered name from their profile, so there is nothing to do unless a different name is needed.

Setting the invoice name

1. In the left hand menu, select Clients.
2. Find the client using Search Text on the right of the screen, then select their card.
3. Open Billing Information and stay on the GENERAL BILLING INFORMATION tab.

1. Find the Invoiced as field at the top of the page.
2. Enter the name the client should be invoiced as.
3. Select Save at the bottom of the page. If you are setting a new client up for the first time, this button reads Continue.

Where the name appears on the invoice

Hover over the information icon next to Invoiced as and a sample invoice appears, highlighting exactly where the name you enter will show.

The name is used in two places:

• The first line of the Bill to block, which is the address the invoice is made out to
• The invoice line reference, which reads in the format Agency Charge - Client company name - Site name

Everything else on the invoice, including the site name, the billing address and the charges, is unchanged.

Points worth knowing

The name you enter is a fixed override. If the client's profile name is updated later, the Invoiced as name stays exactly as you typed it, so remember to come back and update it here as well if their billing name changes.

For that reason it is best to only fill this field in where invoices genuinely need to be addressed differently. Where the profile name is correct, leaving it blank means invoices always follow the profile.

Take care with spelling and punctuation. The name goes onto the invoice as entered, and a small difference from the client's registered name can be enough for their finance team to send it back.

Setting a different name for a particular site

The name applies to the whole client. Where a site has its own CUSTOM BILLING INFORMATION, you can give that site its own Invoiced as name, and its invoices will use that instead of the client level name.

This is useful where most of a group is billed centrally but one site is invoiced to a different entity.

If something looks wrong

• The invoice still shows the old company name. Check the change was saved on the client's billing profile, and remember it applies to invoices raised from that point onwards rather than to invoices already produced.

• One site's invoices show a different name. Open the CUSTOM BILLING INFORMATION tab and check whether that site has its own Invoiced as name, as a site level name overrides the client level one.

• The name did not update after the client changed their company name. This field does not follow the profile, so open the client's billing profile and update the Invoiced as name yourself.

• The field is empty and you did not expect it to be. An empty field is normal. It means invoices use the client's registered name from their profile.

If something still does not look right, get in touch with the Care Hires support team with the client name and a copy of the invoice showing the wrong name.