Making sure your invoices carry the right billing name

The name an organisation is registered under is not always the name its invoices need to carry. A home may be part of a wider group, costs may be settled by a parent company, or your finance team may simply need invoices addressed to a different legal entity.

The Invoiced as field lets you set the company name that appears on your invoices, so they arrive in the right name and can be paid without being sent back for amendment.

Before you begin

• You need access to your organisation's billing details in Care Hires.
• Have the exact name your invoices should carry to hand, including any Ltd or LLP ending, as it appears on the invoice exactly as you type it.
• If you leave the field as it is, invoices use the name your account is registered under, so there is nothing to change unless a different name is needed.

Setting the name on your invoices

1. In the left hand menu, select Organisation.
2. Open Billing Information and stay on the GENERAL BILLING INFORMATION tab.
3. Find the Invoiced as field at the top of the page. It shows your registered account name unless you have already changed it.

1. Enter the name your invoices should be made out to.
2. Select Save. If you are working through registration 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 name the invoice is addressed to
• The invoice line reference, which reads in the format Agency Charge - 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 your registered account name is updated later, the Invoiced as name stays exactly as you typed it, so come back and update it here as well if your billing name changes.

For that reason it is worth changing this only where invoices genuinely need to be addressed differently. Where your registered name is correct, leaving the field alone means invoices always follow your account.

Take care with spelling and punctuation. The name goes onto the invoice exactly as entered, and a small difference from the name your finance team expects can be enough for an invoice to be queried.

Using a different name for a single site

The name applies across your billing by default. Where a site has its own billing arrangement, you can give that site its own name instead.

1. Open Billing Information and select the CUSTOM BILLING INFORMATION tab.
2. Choose the Site the custom billing details apply to.
3. Enter the name for that site in the Invoiced as field.
4. Select Save.

That site's invoices then carry its own name rather than the one set across your organisation, so a site billed through a different entity no longer needs a workaround.

If something looks wrong

• An invoice still shows the old name. Check the change was saved on your billing details, and remember it applies to invoices raised from that point onwards rather than to invoices already issued.

• One site's invoices show a different name to the rest. Open the CUSTOM BILLING INFORMATION tab and check whether that site has its own Invoiced as name, as a site level name is used in place of the organisation level one.

• The name did not update after your company name changed. This field does not follow your account name, so open your billing details and update the Invoiced as name yourself.

• The field shows your registered name and you did not enter it. That is normal. The field falls back to your registered account name until you set something different.

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