Getting started with Finance Management

The Finance dashboard is where you see every invoice your agency raises and receives, and where you answer the question you are asked most often: has this been paid, and if not, why not?

This guide explains how the Finance area fits together. The detailed tasks each have their own guide, linked below.

Before you begin

You will need a user access level that allows you to view finance records. Creating, editing and voiding invoices may need a higher access level.
Your clients' billing details and payment terms need to be set up in Client Management, as invoices take them from there.

Opening the Finance dashboard

Select Finance in the left hand menu. The All Invoices screen opens.

Along the top you will find:

Search by Invoice Number or Job and the filter icon beside it, for finding invoices
Visit Legacy Dashboard, for invoices raised before your account moved to the current dashboard
Direct client billing schedule, showing when your direct client invoices are next generated
Pending Payments, the total value of invoices still waiting to be paid
Export Invoices and Download Invoices, for taking invoice data and PDFs out of the platform
Create Invoice, for raising an invoice yourself

Below these, every invoice is listed with its client, amount, due date and progress. See How to find and manage your invoices for a full walkthrough of the list.

Types of invoice

Two kinds of invoice appear on the dashboard, and the icon in the Type column tells them apart:

Direct client invoices, marked with a building icon, are invoices from your agency to the clients you work with directly. Most are generated for you from completed jobs on your billing schedule, and you can also create them yourself.
Care Hires invoices, marked with the Care Hires logo, cover work done for clients through Care Hires.

Each invoice also has an invoice type, which you can filter by:

Agency Charge: the charge for the work your workers have done
Market Place Service Fee: the Care Hires service fee

How an invoice moves from creation to payment

Created. The invoice is generated from completed, approved jobs on your billing schedule, or you create it yourself. An invoice you are still working on is a Draft.
Finalised. The invoice is completed. Its activity history records this, for example Invoice finalised by System User when it was generated automatically.
Sent. The invoice is emailed to the client, either automatically on finalisation if the client is set up for it, or when you select Send Invoice.
Approval. The client approves the invoice. Each invoice has an approval cut off date.
Payment. The client pays by the payment due date, which comes from the credit terms set for that client.
Payout. For Care Hires invoices, there is a third stage, when the money is paid out to your agency.

Each stage shows as an icon on the invoice's row, so you can see at a glance where it has reached. Along the way, an invoice can also be Disputed by the client, credited with a credit note, marked as Paid if you collect payment yourself, or made Void if it was raised in error.

The statuses you can filter by are Pending Payment, Pending Approval, Disputed, Paid, Draft and Void.

Your direct client billing schedule

Your billing schedule decides when invoices for your direct clients are generated from completed jobs. The card at the top of All Invoices shows the next run, for example Next run 3 Nov 2026, 12:20, and how often it runs.

Select View schedule to see the full details:

Schedule name: the name of your agency's schedule
Runs: how often invoices are generated
Next run: the date and time of the next run
Status: whether the schedule is Active

Select Edit schedule to change it, or Close to leave it as it is.

Points worth knowing:

One schedule for your whole agency. All your direct client invoices are generated on the same schedule. Individual clients cannot have their own invoice days.
Payment terms are set per client. Each client can still have its own credit terms, which set when their invoices are due.
Direct client invoices only. Supply chain invoices and your monthly Agency Accelerator fee invoice are not controlled by this schedule.

Tip: If a client says an invoice has not arrived, check the next run time first. Jobs completed after the last run will be invoiced on the next one.

How your clients receive their invoices

Three client settings change what your clients receive. They are set for each client in Client Management:

Consolidated or individual invoices: whether a client gets one invoice covering several jobs, or one invoice per job
Billed organisation name: the name the client is billed under, if it is different from their client name
Automatic invoice emails: whether finalised invoices are emailed to the client straight away

The Billing method on each invoice shows how it reaches the client, for example Send invoice.

Invoices from Care Hires to you

Your Agency Accelerator fee is invoiced to you each month. These invoices appear on the dashboard as Care Hires invoices. The fee invoice lists the invoices it is based on, you are emailed when it is finalised and when it is paid, and payment is taken automatically from your card on the due date.

Legacy and archived invoices

Invoices raised before your account moved to the current dashboard are kept separately.

Select Visit Legacy Dashboard at the top of All Invoices.
Choose the tab you need: Legacy Invoices or Archived Invoices.

Legacy Invoices lists older invoices with their number, type, who they were to and from, dates, amount and status. Use Filter By to filter by dates, by status (Pending Approval, Scheduled, Disputed, Refunded, Paid or Cancelled), by invoice type (Agency Charge or Deduction Fee) and by site or provider. Select Download Invoices to save copies.
Archived Invoices lists invoices from your earliest work, with the provider and site, dates, amount and status. Use Filter By to filter by dates, by status (Pending, Paid or Overdue) and by site or provider. Select View Invoice to open one, or the arrow at the end of the row to see more.

Each tab has its own Pending Amount for invoices still waiting to be paid. Select Back to Finance Dashboard to return.

Please note: These older dashboards show figures based on the agreement rates and job values in the system. Final rate changes and duration amendments change the value on the final invoice sent through the accounting platform, so use the Xero invoice values for payments, and contact our Support Team about any payment or accounting differences.

Funding your invoices

The Fund your next placement banner at the top of the Finance screens offers factoring, which frees up cash in the week you invoice rather than waiting for clients to pay. Select Schedule a Call to talk to the team about it.

Where to go next

How to find and manage your invoices: reading the invoice list, filtering, viewing invoice and job details, downloading, exporting and raising a payment query
How to create and maintain an invoice: creating, editing and sending invoices, issuing credit notes, voiding invoices and marking them as paid

If something looks wrong

An invoice is missing. Check whether the job was completed after the last billing schedule run, and whether the invoice is in the legacy dashboard.
An invoice was generated on the wrong day. Check your billing schedule with View schedule.
A client's due dates are wrong. Check the credit terms set for that client.

If you cannot put something right, contact our Support Team with the invoice number.