Confirm Pay & Charge is where you review completed visits, check what should be paid and charged and confirm items for payroll and invoicing.
Not seeing Confirm Pay & Charge? If your Finance menu says Confirm Visits, your agency will be using the previous confirmation screen. Follow our article on how to reconcile and confirm visits instead.
Looking on information on how to confirm runs? Use this article!
Before you start
Before confirming visits, make sure:
Your carers have checked in and out of their visits in the Birdie app.
Your visit schedules, funding and rates are set up correctly.
You know whether you want to confirm visits for payroll, invoicing, or both.
Remember, nothing is paid to carers or charged to payers until you confirm it!
Let's get started
1. Go to the confirmation screen
Go to Finance tab, then select Confirm Pay & Charge from the left-hand menu.
The screen will be empty until you choose a date range.
2. Select the date range you want to confirm
Choose a date range using the options, such as This week, Last 7 days or Other dates.
Your visits for that period will appear in a list, along with their planned time, pay and charge status and other useful information.
3. Review the details for each visit
Your visits for the date range appear in a list, with a column for each of the following:
Start date and type (visit or run, if you use runs)
Client
Warnings, such as a double-booked visit or unscheduled
Pay and Charge status
Attendee (the carer who attended)
Funding information
Planned, actuals and discrepancies
Each visit's Pay and Charge status tells you what's left to do:
Missing info means something's needed before that visit can be paid or charged, for example a missing check-in or check-out time or a carer's pay rate isn't assigned.
Ready to confirm means everything checks out and it's good to go.
Use the funnel filter to narrow the list by carer, client or status if you want to work through specific visits first.
What about discrepancy?
On the Confirm Pay & Charge screen, discrepancy means the difference between the planned visit time and the actual visit time.
In simple terms:
Positive discrepancy = the visit ran longer than planned
Example: planned for 30 minutes, actual visit was 45 minutes → +15 minutes
Negative discrepancy = the visit was shorter than planned
Example: planned for 60 minutes, actual visit was 45 minutes → -15 minutes
0 discrepancy = the visit matched the planned duration
You can search for a range of discrepancies by clicking on the funnel icon on the heading and entering a minimum and/or maximum range:
4. Fix anything that needs it
If a visit isn't ready to confirm, you'll need to look into the visit further.
You may need to:
Assign an attendee
Assign a pay rate to the attendee
Assign missing funding information
Once you've made your changes, the screen will update immediately to show ready to confirm or missing info if there still items to fix.
You can make some edits directly from the confirm pay and charge screen directly.
Click on the menu button [...] on the far left-hand side of the visit and select charge custom. In this menu, you can adjust timings and assign funding.
When you make any changes, Birdie will confirm the that portion of the visit for you so you'll just need to confirm the other section on the main screen.
5. Confirm your visits
Once you're happy everything's correct, select the visits you want to confirm.
You can use the tick boxes at the side of each visit to select more than one, then use the menu bar at the bottom of the screen to complete your next action.
The menu bar is split into three distinct areas:
Pay: Click planned or actual for payroll
Charge: Click planned or actuals for invoicing
Menu [...]: Discard for either payroll or invoicing from here.
6. Restoring visits
Sometimes, you may accidentally (or on purpose) discard a visit or two. Easily bring those visits back into their ready to confirm state by selecting the visit and using the menu bar to restore the visits.
Frequently asked questions
I've confirmed/discarded my visit but it's still showing!
Visits are designed to still be visible on the confirm pay and charge screen so you can see at a glance the state of each visit.
Only want to see ready to confirm visits? Use the funnel filter to narrow the display list:
Why does a visit have a warning?
Warnings highlight visits that may need your attention before you confirm pay or charge.
For example:
Unscheduled means the visit was not on the rota.
Double Booked means a carer has overlapping visits.
Cancelled means the visit was cancelled.
Should Pay means the cancelled visit should still be paid.
Should Charge means the cancelled visit should still be invoiced.
Warnings don’t always stop you from confirming a visit, but they help you review it before taking action.
Can I confirm pay and charge at the same time?
Pay and charge are managed separately, so you’ll need to confirm each one.
For example, after confirming visits for pay, check the Charge column to see whether those visits still need to be confirmed for invoicing.
Why can’t I confirm some visits in my selection?
If you select multiple visits at once, Birdie will only action the visits that are ready for the option you choose.
Before confirming, you’ll see a summary showing:
How many visits will be confirmed
How many visits will be skipped
Why any visits can’t be actioned
Visits may be skipped if they are already confirmed, missing information or not eligible for the selected action.
Can I confirm one visit inside a run?
Yes. If a run contains multiple visits, use the arrow next to the run to expand it.
You can then select individual visits inside the run and action them separately.
Why does a visit show a discrepancy?
A discrepancy means the actual time recorded for a visit is different from what was planned.
Discrepancies don't stop you confirming a visit, but they're worth checking — the actual time is what determines pay and charge, so a discrepancy could mean a carer is paid for more or less time than scheduled, or a payer is charged differently than expected.
If the discrepancy looks wrong, you can adjust the timings using charge custom from the visit menu before confirming.
How does the discrepancy filter work?
Set a min and max to filter by a range on the discrepancy scale, not by size of difference. For example:
Min 5 shows every visit that overran by 5 minutes or more.
Max -1 shows every visit that finished early, by any amount.
Min -30, Max -5 shows visits that finished between 5 and 30 minutes early.
Careful with a min set alone with no max (e.g. Min -10): this shows everything from 10 minutes early upwards — which includes every overrun too, not just small ones. To look at large overruns and large undershoots separately, filter for one, then the other.