Please note: This feature is available for those using Birdie's Core, Advanced and Plus packages, as well as the Essentials, CM + Rostering + Finance, Premium and All-Inclusive packages. If you would like to know more about these features please reach out to your Customer Success manager.
Visit fees will enable you to add an additional cost to your invoice rates. This is a helpful feature if you charge a fee for long-distance travel or for visits that occur outside of your typical area of service. You can also use this feature if, for example, you charge a fee on top of your visits.
Visit fees will also help you save time ahead of invoicing by eliminating the need to add fees as ad-hoc payments or expenses when generating invoices.
How to add a Visit Fee
Go to the Invoice Rates section of the Finance tab. Click on the New Invoice Rate button.
2. Here you will see the option to ‘Add fee’. You will also see this when you edit an existing invoice.
3. Enter the details of the rates as you normally would, if you need guidance on how to do this please see this article - How to create invoice rates.
4. Now enter the details of the visit fee, including the Fee name and rate. The amount will be applied every time a visit with this invoice rate attached takes place. You can add multiple different visit fees to the same invoice rate card. Click Add when you are done.
5. In order for these fees to be charged the invoice card must be linked with a contract and the contract must be linked to the care recipient by adding a purchase order.
For more information on how to do this please see the below articles:
When this invoice rate is applied to a visit, you will see the total cost of the fee or fees associated with the visit within your Invoice Dashboard.
These fees will also be clearly highlighted in the invoice itself once it’s generated.
If you would like a further breakdown, go back to the invoice dashboard and click the three dots on an invoice, click on ‘Explain my visit’ on the drop-down menu. This will show a breakdown of fees linked to that visit.
How to edit or remove a Visit Fee
To edit a visit fee, find the invoice rate card on the invoice rate tab and click Edit.
From here you can click the notepad icon to edit the fee, you can adjust the name and the amount charged. Make sure to enter the date from which this edit will apply from, you will not be able to save the page otherwise. When you have made your edits, click Save
If a visit fee is edited, this will automatically update the invoice dashboard and any visits with that invoice rate card applied
To remove a visit fee, find the invoice rate card on the invoice rate tab and click Edit. From here you can click the X on the fee section to remove it from the invoice rate card.
If you have multiple fees you will have to remove them separately.
When you are done, click the Save button at the bottom of the page. This will automatically update the invoice dashboard and any visits with that invoice rate card applied.
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