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Choosing how a client's invoices are put together

Use Invoice Configuration to decide whether a client receives a single invoice covering all their jobs or a separate invoice for each one.

Clients bill in different ways. Some want one tidy invoice covering everything you have supplied, while others need an invoice per job so they can match each one to a purchase order or a department budget.

Invoice Configuration lets you set this per client, so each one is billed the way they have asked for without anyone having to split or merge invoices afterwards.

 

Before you begin

  • You need access to the Clients area of Agency Accelerator.
  • It is worth checking with the client first, as changing this affects how every invoice from that point looks to their finance team.
  • Every client starts on Consolidated invoice, which is the way invoices have always worked, so you only need to change it where a client wants something different.

 

Choosing how a client is invoiced

  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.
  4. Scroll down to the Invoice Settings section.
  5. Under Invoice Configuration, choose one of the two options.
  6. Select Save at the bottom of the page. If you are setting a new client up for the first time, this button reads Continue.

Select the information icon next to Invoice Configuration at any point for a reminder of what each option does.

 

What the two options mean

Consolidated invoice groups the client's jobs onto one invoice. This is how invoicing works unless you change it, and it suits clients who want a single document to check and pay.

Invoice per job raises a separate invoice for every job. This suits clients who reconcile job by job, work to individual purchase orders, or split costs between departments or budgets.

Neither option changes your rates or the way charges are calculated. The only difference is how the finished charges are grouped when the invoice is raised.

 

Setting it differently for a particular site

Your choice applies to the whole client, with one exception. Where a site has its own CUSTOM BILLING INFORMATION, you can set a different Invoice Configuration for that site, and it will follow its own setting rather than the client level one.

That means a care group can take one consolidated invoice for most of its homes while a single site that manages its own budget receives an invoice for every job.

 

If something looks wrong

  • A client is still receiving one invoice for everything. Check that Invoice per job is selected and saved on their billing profile, and remember the change applies to invoices raised from that point onwards rather than to invoices already produced.

  • One site is being invoiced differently to the rest. Open the CUSTOM BILLING INFORMATION tab and check whether that site has its own setting, as a site level choice overrides the client level one.

  • You cannot find the setting. Make sure you are on the GENERAL BILLING INFORMATION tab and scroll down to Invoice Settings. Invoice Configuration sits on the right hand side.

  • Your change has not stuck. The setting is only stored once you select Save, or Continue while creating the client.

If something still does not look right, get in touch with the Care Hires support team with the client name and an example invoice.