Please note: The following feature is available as part of Birdie’s Starter, Core, Advanced and Plus packages (Also known as Care Management, Rostering & Finance, Premium, Entry and Essentials) Please get in touch if interested in more information on this feature!
You can upload pay and charge rates directly into Birdie from Excel or Google Sheets by using Birdie's rate uploader. You will need to use the below template in order to upload this information to Birdie. This is a helpful tool if you already have information stored on spreadsheets or prefer working with Google Sheets.
How to add a single rate
You can upload multiple charge or pay rates as well as the service type via the CSV uploader, you must follow the steps below in order to upload them successfully.
In Column A- Here you will put the name of the rate card that you want to use. You can create a set of rates that are for specific areas, in the example below you can see there is area one and then there is a set of rates for area two.
In Column B- Here you will put how much you are charging or, how much you are paying.
In Column C- Here you will put the rate type, this will need to be a single rate. As this is a single rate, you do not need to input anything in Column D- Max duration.
In Columns E & F- Here you need to input what hours and times of the day this rate should apply. If it is applied all hours of the day, you can input 00:00.
In Column G - Here you will input the service type, you have to use the same naming convention as the service types that you have in Birdie, for example, waking night, personal care etc. This will not work if you create your own service type here.
In Column H- Here you will input the days of the week that the service type would apply, if that rate applies for every day of the week, you can input it like this Mo|Tu|We|Th|Fr|Sa|Su. If you have a rate that just applies on Saturday and Sunday you can input it like this Sa|Su. It is important that the format is exactly the same as you have in the above spreadsheet.
Once you have finished inputting your information into this sheet you are ready to upload this to Birdie. Start by selecting all of the CSV, you can do this by clicking the white square in the left-hand corner, this will highlight all of the cells blue.
Now go to the Pay Rates tab in Birdie.
To access the uploader you can add /csv-import to the page URL or you can access the page via this link- https://admin.birdie.care/billing/pay-rates/csv-import. You will now see the page below.
From here you have to add the below information:
Rate Card Type- You can pick whether this is a Pay rate or a charge rate
What is a weekday? -This is already pre-selected as the normal weekdays. You do have the option to deselect a day if needed
Once you have input the information you can paste the CSV into the box.
On this one rate card, you can see it split into the different service types we added to the CSV, such as companionship which applies to the whole day for £12.40 an hour and then for personal care the rate applies for different times.
You cannot make any edits on this page so if you spot a mistake you will need to make the change on the CSV file, if you are happy with the rates click Save for each individual rate card.
You can now go to either Invoice or Pay rates, depending on whether you saved it as a Pay or Charge rate and you will now see your rate saved here.
How to add a banded rate
You may use banded rates in your agency, the process is similar to above except you will add information into Column D.
In Column B- Here you will put how much you are charging or, how much you are paying per band.
In Column C- Here you will put the rate type, this will need to be a banded rate this time.
In Column D- Here you will put the duration of the band, in this example anything up to 15 minutes will be paid/charged £18.52. The next threshold is 30 minutes which will be paid/charged £21.38 and so on.
In Columns E & F- For banded rates, these columns will not be used, you can input 00:00 as these rates will apply at any time during the day.
In Column G - Here you will input the service type, you have to use the same naming convention as the service types that you have in Birdie, for example, waking night, personal care etc. This will not work if you create your own service type here.
In Column H- Here you will input the days of the week that the service type would apply, if that rate applies for every day of the week, you can input it like this Mo|Tu|We|Th|Fr|Sa|Su. If you have a rate that just applies on Saturday and Sunday you can input it like this Sa|Su. It is important that the format is exactly the same as you have in the above spreadsheet.
Now go to the Pay Rates tab in Birdie.
To access the uploader you can add /csv-import to the page URL or you can access the page via this link- https://admin.birdie.care/billing/pay-rates/csv-import. You will now see the page below.
From here you have to add the below information:
Rate Card Type- You can pick whether this is a Pay rate or a charge rate
What is a weekday? -This is already pre-selected as the normal weekdays. You do have the option to deselect a day if needed
Once you have input the information you can paste the CSV into the box.
We can see that personal care applies every day of the week for the whole day with the different amounts next to the bands.
You cannot make any edits on this page so if you spot a mistake you will need to make the change on the CSV file, if you are happy with the rates click Save for each individual rate card.
When you go into your invoice rates you will now see your banded rates. You may need to refresh your page before they appear.
Troubleshooting
Explanation of some potential errors you may come across and how to resolve them. The error messages will tell you which row of information is experiencing an issue. It will not tell you which column the error is in, you can use the message and the row to identify it.
Example using the above image:
In Row 2- you have not specified the days of the week so the system does not know when this rate applies. To fix this, add days of the week.
In Row 5- you have not entered a valid time frame. To fix this, enter the time frame with two decimal places rather than as a time (17:00 instead of 5:00).
In Row 8- the rate has not been entered with two decimal places (35 instead of 35.00) the system cannot read this. To fix this, add the rate to two decimal places.