Please note: The following feature is available as part of Birdie’s Starter, Core, Advanced and Plus packages (As well as Care Management Rostering & Finance, Premium, Entry and Essentials) Please get in touch if interested in more information on this feature!
This article will cover how to use the Period option on the Invoice dashboard. For more information on Invoice cycles, read this article - How to use Invoice Cycles.
When you are ready to invoice your funders, you will first need to generate your invoices. To do this, start by clicking on the Invoice Dashboard tab on the left-hand menu on the Finance Tab.
You can filter and generate your invoices in two ways:
Invoice Cycles
Invoice Period
Filtering the invoice dashboard by Cycle
In this dashboard, you can select whether you filter by Cycle or period. Filtering the dashboard by cycle will allow you to see invoices which are set on regular occurrences such as monthly, 4-weekly, fortnightly and weekly.
For a step-by-step on how to set these up, see this article How to use Invoice Cycles.
Filtering the Invoice Dashboard by Period
You may want to select the period option to filter the dashboard if you have different or one-off periods for which you invoice, e.g. you are invoicing someone every 3 weeks or for a one-off time.
This time period selector allows you to determine the cycle and frequency of your invoices in a much more flexible way.
You can then use the following filters as you need, pending on what you are invoicing for:
Contract - Select 1 or more contracts you want to generate invoices for. You will see that as you select (or multi-select) contracts, all visits associated with that time period and the selected contract(s) will appear in the table below.
If you have selected multiple contracts and click Generate invoice, this will generate an individual invoice per contract.
Care Recipient - Filter this dashboard by Client. You will need to select a contract prior to this. In the case of a bulk contract, select the bulk contract and then select the specific Client you wish to generate an invoice for.
If you have selected multiple Clients and click Generate invoice, this will generate an individual invoice per Client, associated with your selected contract.
Invoice group - Filter by Invoice group, which will pre-populate and filter by a selection of contracts. You can identify which contracts are part of any invoice group by setting this up per the article here.
When you click Generate invoice after selecting an invoice group, you will generate an individual invoice for each of the contracts associated with that group.
As you make your filter selections, the values under Total visit charges and Total hours will also be updated.
Review the amount associated with those invoices
You can review the values under Total visit charge and Total hours before generating your invoice or invoices. If anything doesn't look right, you can click on specific visits to review in more detail.
To do this, click on the three dots next to any visit in the invoice dashboard.
Then select View visit details.
This will pull up the invoicing information associated with this visit, per below.
If something doesn't look correct, you can restore the visit back for confirmation, using the same three dots menu next to the visit and select Restore to confirmation.
How to generate invoices for the whole contract
You will use this method if you want to generate a single invoice for all Clients attached to one contract for a selected time period.
When you are happy with the values you have reviewed per the above section - and the filters you've selected at the top of the dashboard - you can click Generate Invoice.
The Generate Invoice button will indicate the number of invoices that will be generated when clicked based on the number of contracts you have selected.
Once you have generated the invoice, on the Invoices tab you will see the Client column listed as 'multiple'.
When you click on this invoice you will be able to see all of the Client's listed on this contract attached to the visits the payer is being invoiced for.
How to generate invoices for individual Clients
You will use this method if you want to generate an individual invoice for each Client you have selected during that time period. To generate invoices for an individual Client, you will need to select them in the Care Recipient filter.
When you click the Generate invoice button this will create an invoice for the individual Client and their visits for the selected time period.
The Generate Invoice button will indicate the number of invoices that will be generated when clicked based on the number of Clients you have selected.
You can select multiple contracts and Clients to generate multiple invoices in bulk.
If you have selected one of multiple Clients, on a bulk contract for instance, and click generate invoice, this will also generate an individual invoice per Client.
How to use Invoice groups
If you are using Invoice groups, you can add an Invoice group to any contract within Birdie, and then filter within both the Invoice Dashboard and Invoice Tab to pull up a list of invoices just for that specific group.
For more information on Invoice groups, please see this article - How to create Invoice Groups.
When you click the Generate Invoice button after selecting an invoice group, you will generate an individual invoice for each of the contracts associated with that group.
If you need individual invoices for each Client you will need to select them in the Care Recipient filter.
All the invoices you generate will appear in the Invoices tab. There, you can see all the Invoices you have generated and click into individual ones. You'll also be able to export as CSV or PDF - or email both individually or in bulk. Read the article here for more on exporting or sending Invoices in Birdie.
Invoice Dashboard warnings
Please note: This feature is currently in a limited beta for a few select agencies, stay tuned for when this feature will be released.
You may see a banner on your Invoice dashboard warning you that an invoice(s) has already been generated for part or all of the selected period, for any of the contract(s) and Client(s) that were selected in the filters.
This is to help mitigate accidental re-invoicing, this will only show on your dashboard if you have selected an invoice that has already been generated. You can choose to ignore this message, however, we suggest that you review the filters and select invoices that have not been generated already.
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