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How to find and manage your invoices

Track every invoice you have raised, check where it has reached, and download or query it.

The Finance area lists every invoice your agency has raised, along with any credit notes issued against them. It is where you go to answer the question you are asked most often: has this been paid, and if not, why not?

 

Before you begin

  • You will need a user access level that allows you to view finance records.
  • Invoices raised before your account moved to the current dashboard are held separately. Select Visit Legacy Dashboard at the top of the screen to reach them.

 

Opening your invoices

Select Finance in the left-hand menu to open All Invoices.

The Pending Payments card in the top corner shows the total value of invoices still awaiting payment, giving you a running figure for what is outstanding.

 

Reading the invoice list

Each row is one invoice:

  • Invoice number — the reference to quote in any query
  • Type — what kind of invoice it is, shown as a badge
  • Invoice to and Invoice from — the client being billed, and the organisation billing them
  • Amount | Invoice date — the value and the date it was raised
  • Payment Due date — when payment is due. A red marker means the date has passed or is approaching
  • Approval, Payment and Payout — three stages shown as a progress line
  • Status — any action available, such as Raise Complaint

The three progress icons are the quickest way to see where an invoice has reached. A green tick means that stage is complete, an amber icon means it is in progress, and an empty circle means it has not started. Reading them left to right tells you whether an invoice is waiting on approval, waiting on the client, or waiting on payout to you.

Some invoices carry additional notes underneath the invoice number, such as a marker for additional invoice activity. Where a credit note has been issued against an invoice, it appears as a link in that row.

 

Finding a particular invoice

Use Search by Invoice Number or Job for a specific invoice, or select the filter icon beside it for more options:

  • Filter By Type — Direct Client Invoices or Care Hires Invoices
  • Select Client Site
  • Filter by Invoice Dates — a from and to date
  • Filter by Status — Pending Payment, Pending Approval, Disputed, Paid, Draft or Void
  • Filter by Invoice Type — Agency Charge or Marketplace Service Fee

Select Apply Filters to use your selections, or Clear All Filters to start again.

Tip: Filtering by Pending Payment with a date range is the fastest way to build your chase list for the week.

 

Viewing an invoice

Select View Invoice from the ⋮ menu at the end of a row, and a panel opens with the full detail.

The INVOICE DETAILS tab shows the invoice's status and value at the top, followed by the Invoice Summary:

  • The invoice date, the approval cutoff and the payment due date
  • Who the invoice is billed to, and who it is from
  • The memo, billing details and billing method

Underneath, Recent Activity gives you a dated history of everything that has happened to the invoice — when it was finalised, when it was approved, when it was sent, and every update since. If a client queries an invoice, this is where you will find out exactly what was sent and when.

Select the JOB DETAILS tab to see the jobs the invoice covers, and Download Invoice to save a copy.

 

Viewing a credit note

Where a credit note has been issued, select its reference in the invoice list to open it.

The CREDIT NOTE DETAILS tab shows its status and value, the date it was raised and the invoice it was Issued Against, along with the billing information. Recent Activity records who created it and the reason given.

Select the JOB DETAILS tab for the jobs involved, or Download Credit Note to save a copy.

 

Downloading invoices

For a single invoice, use the ⋮ menu at the end of its row:

  • View Invoice — open the detail panel
  • Download Invoice PDF — a copy to send to a client
  • Download Invoice CSV — the figures for your own records or accounting software

To deal with several at once, tick the checkbox beside each invoice you want, then use Export Invoices or Download Invoices at the top of the list.

 

Raising a payment query

If there is a problem with a payment, select Raise Complaint on that invoice's row.

The form is already completed with your name, organisation and email address. Add your Message, explaining the issue and quoting the invoice number, then select Send Message to send it to the Care Hires finance team.

The same window also gives you the finance team's direct contact details if you would rather email or telephone them, along with their business hours.

Tip: Include the invoice number and what you expected to see in your message. It saves a round of questions and gets your query resolved faster.

 

If something looks wrong

If an invoice is missing, check whether it was raised before your account moved to the current dashboard — older invoices live in the legacy dashboard.

If an amount is wrong, an invoice has been sent to the wrong client, or a payment shows as outstanding when you know it has been settled, raise a complaint on that invoice or contact the Care Hires finance team directly, quoting the invoice number.