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!
How to access the invoices you have generated
Start by going to the Finance tab and selecting Invoices on the left-hand menu.
Then click View Invoices to see all the invoices you have generated.
You will be able to click into any individual invoice, where you can add any extra charges. You also have the option to archive the invoice.
How to filter your invoices
In the Invoice tab, you can filter the invoices that require your attention. This includes filtering by sending preferences or by invoice group.
You can filter by:
Invoice Period- filter by specific invoice period
Contract- Filter by contract
Care Recipient- filter by one or multiple Clients
Payer - filter by one or multiple Payers
Groups- (read the article here- how to set up invoice groups)
Sending preferences- (read the article here- how to set up invoice sending preferences)
Payment method- (read the article here How to add & edit payer information)
Use the search box to search for invoices specific to an individual payer or Client.
Please note: your filter selection will only show invoices that have the exact same start and end date as the period selected. It will not show invoices that overlap or fall within the selected invoice period.
How to export your invoices - individual invoice
Within any individual invoice, you will be able to export this as a CSV or PDF file. To do so, click the 'Export' button.
Then select the necessary format, either CSV or PDF. You'll also have the option to email directly to the payer - read the next section for more on this option.
Once you have clicked the needed format (CSV or PDF), it will be downloaded to your files.
The export will be set out like the PDF example below including:
Your details (address, account number, and sort code)
The invoice configuration details
A breakdown of charges
The date and category of additional expenses or deductions
Read this article to learn how to pre-set your invoice formatting.
Emailing your invoice directly from the Birdie Platform - individual invoice
You'll also be able to email a PDF copy of your invoice directly from the Birdie Platform. To do so, click on 'Email to payer' from the list of options under 'Export.'
You will have options that allow you to select the formatting of the Invoice. Here, you will be able to add:
An invoice number
Select the invoice format
Enter a footer (such as account number and sort code)
You'll also be able to identify a 'where should queries by sent to' email, for all replies.
Please note: the email listed under Communications will not directly appear on the physical invoice but will:
Be set as the reply-to for the email when choosing to send by email
Will be added as a BCC for the email sent out. This means that the email address used for queries will be emailed a copy of the email sent to each payer
How to bulk email and download invoices
Your agency may have different invoice cycles depending on the contract or council. Similar to bulk generation, your agency may want to bulk download and/or email these invoices out.
Start by going to the Invoice tab, and you will see an overview of all the invoices that have been generated across your branch. Here, you can search and filter by:
Invoice group
Invoice period
Sending preference
Contract
Payment method
To bulk select, click the box next to the Invoice number title. Alternatively, you can select individual invoices by clicking the boxes on the left-hand side.
If you choose to email, you will see a confirmation screen pop up, giving you a chance to review the details of who this invoice or set of invoices is being sent to. If all the information is correct, you can select Send.
Once you are done, the status bar will update to show whether you have emailed these invoices. Please refresh your page to see this change.
You will also have the option to download as:
PDF - clicking this will enable you to download all invoices as 1 zip file. The zip file will contain individual PDF files for each invoice.
CSV - clicking this will enable you to download invoices as 1 CSV file. The CSV file will include 1 row per Invoice.
Please note: Payment confirmation/receipt of payment is not yet available on the Birdie platform.
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