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 and Essentials). Please get in touch if interested in more information on this feature!
You can attach an expense, such as shopping or an additional mileage charge, to a specific visit, which allows you to easily see where you are adding extra charges. This ensures your carers are not out of pocket for that visit and that you are charging the funder for the correct expense where necessary.
This feature is for the agency hub; expenses cannot be submitted via the Birdie app. If a carer needs to submit evidence of an expense for the visit, they can do this by adding a note to the visit.
How to record an expense
Go to the Finance tab and click the Confirm visits tab.
You can use the following filters to find the specific visit:
Period
Care recipient
Caregiver
Or you can search for it by scrolling the Confirm Visits page. Once you have found the visit, click on the Edit icon button. In the drop-down menu, select Record expenses.
Please note: If there is no carer assigned to a visit, these three options will not show.
A pop-up window will appear where you can enter the details. The options include:
Mileage
Groceries
Health (i.e. prescriptions)
Public transport
Other (You will be able to add an alternative title for the ‘other expenses’ category. This will be shown on invoices as the category for the invoice)
You can select whether to pay the carer for this or to charge the funder for this expense. You do not need to put an amount for both. Click Submit when you are done.
You can add multiple expenses to one visit, allowing you to keep track of exactly what the carer paid for.
Removing an expense before confirming the visit
If you have added an expense to an incorrect visit, you can remove this by:
Going to the Confirm visits tab
Selecting the visit
Click the Edit icon
Select Manage expenses
Click the Bin icon to remove the incorrect expense - you will be able to see all expenses attached to that visit and delete the wrong one
Add the correct expense if needed, or leave it without an expense if that was the error
Removing an expense after the visit has been confirmed
If you have confirmed a visit and you realise that the expense you added is wrong. You will need to restore the visit back to the confirm visits tab first from payroll and/or invoicing, then fix the expense. Pick one of the methods below.
Step-by-step process:
Option 1: Restoring a visit from the Generate Pay Runs page
Go to the Generate Pay Runs page
Find the carer's timesheet that contains the wrong expense
Click the three dots next to the specific visit
Select Restore to confirmation
Option 1: Restoring a visit from the Generate Invoices page
Go to the Generate Invoices page
Filter to the time period (or cycle) where the visit occurred
Find the visit and click the three dots
Select Restore to confirmation
After restoring, follow the steps outlined above in the Removing an expense before confirming the visit section.
Important notes
Restoring from either Generate pay runs or Generate Invoices restores the visit from BOTH payroll and invoicing
No client impact: Nothing is automatically sent to clients, so there is no billing issue while you make corrections
UI refresh: You may need to refresh your screen after restoring to see the changes properly
Birdie Academy video