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How to use the Visit Fees Feature

Easily add an additional cost to your rates by using Visit Fees

Anjelica avatar
Written by Anjelica
Updated over a week ago

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

  1. Go to the Invoice Rates section of the Finance tab. Click on the New Invoice Rate button.

Birdie invoicing rates management page displaying a table of 10 invoice rates out of 46 total, including Wallace rates, Personal Care Issue Rate, Raven Care 12-Hour, and others with their last updated dates. Navigation shows pagination controls and a prominently highlighted "New invoicing rate" button in the top right corner.

2. Here you will see the option to ‘Add fee’. You will also see this when you edit an existing invoice.

Modal dialog for "Add new fee" showing form fields for Fee name (filled with "Long distance fee"), Fee rate (£5), with warning text "Amount applied every time a visit happens". Demonstrates the process of creating a new fee that will be automatically applied to visits.

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 client via the payer's contracts tab.

For more information on how to do this, please see the articles below:

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.

Generated invoice view for "Domestic Rate" showing invoice number no167 to Main Payer ABC for £370.00 balance due. Details two care visits by Bettie Page on 15 Sept 2023, with fees section showing "2 x Long distance fee @ £5.00" totaling £10.00, demonstrating how fees are calculated and displayed on invoices.

These fees will also be clearly highlighted in the invoice itself once it is generated.

Generated invoice view for "Domestic Rate" showing invoice number no167 to Main Payer ABC for £370.00 balance due. Details two care visits by Bettie Page on 15 Sept 2023, with fees section showing "2 x Long distance fee @ £5.00" totaling £10.00, demonstrating how fees are calculated and displayed on invoices.


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.

Detailed view of "Raven Care 12-Hour" invoice rate card showing default rates of £180.00 for all days, waking night rates also at £180.00, and fees section with long distance fee at £5.00 per visit. Edit button is prominently highlighted, demonstrating rate management capabilities.

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

Service type rates configuration showing "Waking night" rate setup with £180.00 fixed rate for whole day application. Fees section displays "Long distance fee" applying to "Every Visit" at £5.00, with edit and remove options highlighted, showing how to manage existing fee structures.

If a visit fee is edited, this will automatically update the invoice dashboard and any visits with that invoice rate card applied


Removing a fee

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.

Service type rates editing interface for "Waking night" showing rate configuration table with £180.00 fixed rate for whole day application. Fees section shows "Long distance fee" with edit icon highlighted and "Remove rate" tooltip visible, illustrating fee modification workflow.

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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