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!
Adding payer and contract information is the first step to setting up funding for a client. This information details who you charge for care and how they pay for it. This article will show you how to set up a payer profile.
Your payers will now be shown as a list of cards on the left-hand side of the Payer Contracts page. This gives you the most important information about a payer at a glance.
To view payer information:
Click on the Finance tab
Select Manage Invoicing on the left-hand sidebar
Click on the Funding: Payers tab
Here you will see all of the payers you have added to the system.
How to add a payer
You can add a new payer by clicking the plus icon (+) button.
From here, you can then add:
Payer name
Sending preference
Payer email address
Payer phone number
Payer Address
Invoicing preference (Payment method)
Once you have entered these details, you can save the payer details as they are, or you can add a contract straight away to ensure the payer is assigned a contract.
To save the payer's details without adding a contract, click the Save button.
To save the payer's details and add a contract straight away (recommended), click the Save and add contract button.
You will then add in contract information regarding this payer. For a step-by-step guide on how to set up a contract, please see this article - How to Add & Edit Contract Information.
These preferences will then be surfaced within the Invoices tab and when exporting individual invoices.
How to edit payer details
To edit payer details, start by searching for the payer. You can do this via:
Scrolling the payer card list
Using the filters
Search bar
Once you have found them, click on the payer's card. Here you will be able to see their information.
Click on the Notepad icon in the right-hand corner to edit this information. Click Save when you are done. These updated preferences will then be surfaced within the Invoices tab and when exporting individual invoices.
How to deactivate a payer
If you need to deactivate a payer profile, you can do this by clicking the Bin icon when clicking on their payer card.
A message will pop up confirming your actions. If you want to deactivate them, click Yes, proceed.
You will then be able to find this profile under the inactive filter tab.
Once you have deactivated a payer, it is not possible to reinstate the profile; you will need to create a new one.
How to add a payment method and reference number
Please note: The following feature is only available as part of Birdie’s Core, Advanced and Plus packages.
You can add a direct debit or reference number to a payer. This can be done when adding a new payer or editing an existing payer’s information. An option will be available to clarify whether a payer’s payment method is Direct Debit, Manual or None.
You will also be able to filter your payers and your invoices by payment method and view payment methods and direct debit reference numbers on the Invoices tab in Birdie.
This information will not be visible when you export an invoice as a PDF file to send to your payers, but the payment method and reference number will be added as 2 new columns when exporting an invoice as a CSV file.
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