Please note: This feature is not available to partners on Care Management Only, Starter and Entry packages.
A subscription is a fixed recurring fee for a specified period of time which will appear on an invoice. This is a useful feature if you need to charge an additional fee that is not linked to a visit, for example, a postage fee for posting invoices or a weekly food delivery service.
You now have the ability to add these subscriptions before generating invoices, saving you time and allowing your agency to accept more care packages.
How to create a subscription
Before you begin: Once you create a subscription you must assign this to a Client and then add it to an invoice rate card in order to appear in your Generate invoices page and any generated invoices.
Follow these steps to create a subscription:
Start by going to the Finance tab and selecting Subscriptions under the Manage Invoicing tab.
To create a new subscription click the New Subscription button in the right-hand corner.
When you click this button a pop-up box will appear where you can add:
A subscription name
Frequency (daily, weekly, monthly)
The amount
These are mandatory fields so they will need to be filled in before you save.
When you have added all the details click Add to save this. This will now be added to your list of subscriptions on this tab.
Once you have added this you must assign this to a Client otherwise it will not show on the invoice. To do this go to the Subscriptions tab and search for the subscription you have just added.
Here you will be able to see who is assigned to the Subscription and add a new Client. To do this, click the Assign clients button, you can add multiple subscriptions to one Client if needed.
A pop-up will appear where you can add the Client who needs the subscription, click the boxes on the left-hand side to select them and then click Assign clients when you are done.
In order for this to be added to an invoice you need to add this subscription to an invoice rate card for this Client, to see how to do this read below.
How to add a subscription to an Invoice rate
Start by going to the Invoice rates tab in the Manage Invoicing dropdown menu of the Finance tab.
From here you can create a new invoice rate with a subscription or edit an already existing invoice rate to add a subscription. If you need more guidance on how to add an invoice rate please see this article - How to create invoice rates
Once you have clicked on the invoice you will see an Add Fee button at the bottom, click this to add a subscription.
A pop-up box will now appear where you can select the Fee type and then choose the Subscription from the drop-down menu.
The amount will be pre-filled depending on what subscription you choose, however you can edit this to a different amount if necessary.
How to view a subscription on an invoice
You will be able to see the total cost of the subscriptions associated with each contract and Client within the Invoice tab's Generate Invoices page. When you generate an invoice, all of the fees including specific visit fees and subscriptions will be viewable. If you need further guidance on how to generate an invoice please see this article - How to use the Invoicing Dashboard
Start by going to the Generate Invoices under Invoices on the left hand menu, once you have used the filters to select the Client you will be able to see the Total subscriptions added and the amount.
If you are happy with the information you can generate the invoice by clicking the Generate Invoice button.
You will then be taken to the invoice where you can see a breakdown of care delivery as well as any subscriptions you have added.
Click the Export button to export as a CSV, PDF or email to the payer if applicable.
How to edit or remove a subscription
If you want to edit a subscription, follow these steps:
Go to the Subscriptions tab
Click the Edit button next to the subscription you need to edit
Once you've opened the subscription you want to edit, you can:
Edit the subscription details by clicking Edit
View which Clients are assigned to the subscription
Assign new clients to the subscription but clicking the Assign clients button
When you've made changes here, click Save. This will then be updated for the next time you generate an invoice.
If you need to remove a subscription you can do this by going to the Invoice rates tab and selecting the invoice with the subscription you want to remove. Once you have found this click the Edit button.
From here you can click the X to remove this from the invoice.
Once you have removed this make sure to fill in the date box at the top of the page to specify when this change will take effect, then click Save at the bottom of the page. The subscription will no longer appear on the invoice from the date you have set.
How to remove an inactive Client from a subscription
When a Client is made inactive, invoices with subscriptions are still generated for them. This covers any costs that you still might be providing for them.
However, if you need to remove an inactive Client from a subscription so that they are no longer charged for the subscription you can do this by:
Going to the subscription
Clicking the Assign Clients button
Deselect the clients from the list
Click the Assign Clients button to save your changes
Please note: Once the Client is removed from the subscription, they will not be added again unless their profile is re-activated. They will not receive the subscription anymore (including when re-generating invoices for past periods).
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