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How to Add & Edit Contract Information

Learn how to add, edit and deactivate contracts

Clementine Dugrand avatar
Written by Clementine Dugrand
Updated this week

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 contract information is the second 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 create a contract. 

You will first need to add payer information before adding a contract. If you have not done this yet, please read this article-  How to add and edit payer information.

To view Contract information:

  • Click on the Finance tab

  • Select the Managing Invoicing tab on the left-hand sidebar

  • Click on Funding: Payers

Here you will see all of the payers you have added to the system and any contracts that they may have assigned to them.

Birdie Finance dashboard showing Funding: Payers section with "Funding: Payers" highlighted in left sidebar . Two payer profiles displayed: Abigail Fletcher (Active) with 0 active contracts and Direct debit payment method, and Alfred Sherring 2.0 (Active) with Personal Care service, 1 active contract and None payment method.


How to add a contract

Once you have added the payer details, you can add a contract. This is information on how the payers will pay for care.

Start by selecting a payer. You can do this by scrolling down the list or by using the search bar function.

 Funding: Payers page with filter panel open showing Payment method options (Select all, Manual, Direct debit, None all checked) and Service types options (Select all, Personal Care, Complex Care, Companionship, Sleeping night, Waking night, Live-in care, Supported living, Home Help all checked). Harry Lear profile visible with Companionship and Personal Care service types.

To add a new contract or another contract, click the Add contract button.

Payers page showing Harry Lear profile with "Add contract" button circled. Left sidebar shows Harry Lear with Companionship and Personal Care service types, 3 active contracts, None payment method. Right side displays payer details including email <a href="mailto:harry.lear@gmail.com" rel="nofollow noopener noreferrer" target="_blank">harry.lear@gmail.com</a>, phone 07898654786, address 42 Opal drive, and Contract 1 "Betty page private care" with Nail Care rate card.

You will now be taken to a page where you can fill out details about the contract. The Payer's name will already be populated for you, saving you time.

Here you will be able to add information about the contract, such as:

  • Contract name

  • Rate card

  • Invoice format (optional)

  • Invoice group (optional)

  • Service types

  • Invoice cycle

Add contract page showing form with Payer dropdown set to "Abigail Fletcher", Contract name field with placeholder "e.g. Liverpool private personal care", and multiple dropdown fields for Rate card, Invoice format, Invoice group, Service type(s), and Invoice cycle all showing "Select..." options.

Please note: You will need to create invoice rates before you add information here; you will not be able to add invoice rates directly from this page. For more information on how to do this, please see this article - How to create and manage invoice rates.

Fields with an asterisk must be filled out to save the page. Once you have entered these details, you can save the contract as it is, or you can add clients straight away to ensure the payer is linked to a client.

To save the contract details without adding clients, click the Save button.

Contract creation form with "Save and add clients" button circled. Shows Payer "Harry Lear", Contract name "Bettie page homecare", Rate card "Specific Bank Holiday rate", and Invoice format "Standard" with Cancel, Save, and Save and add clients buttons.

To save the contract details and add a client straight away (recommended), click the Save and add contract button.

Contract creation form with "Save and add clients" button circled. Fields show Payer as "Harry Lear", Contract name "Bettie page homecare", Rate card "Specific Bank Holiday rate", and Invoice format "Standard". Cancel, Save, and Save and add clients buttons visible at top right.

If you choose to add clients straight away, you will be taken to a new page where you can add the following information:

  • Clients (multi- select)

  • Maximum hours per week (optional)

  • Service types

Add clients to contract form showing Contract "Bettie page homecare", Payer "Harry Lear", Rate card "Specific Bank Holiday rate", Service types "Home Help". Clients section shows "Bettie Page" and "Betty Grable" selected. Maximum hours per week field shows "e.g. 30" placeholder, Service types dropdown shows "Home Help" selected.

Click Save when you are done. You will now see details about the payer and the contract.

Birdie Finance Funding: Clients page showing search for "bet". Three clients listed: Bettie Page (Companionship, Home Help), Betty Grable (Home Help, Personal Care), and Elizabeth Blackwell (Companionship, Home Help). Right panel shows Bettie Page client funding details with three contracts including "Betty page private care", "Couple Care", and "Bettie page homecare" all funded by Harry Lear.

If you need to add additional contracts, we advise that you only add additional contracts per private funding.

For example, if you have multiple clients funded by the same council and 5 private clients, you would add 6 contracts in total and then create individual client funding.


How to edit or delete a contract

To edit contract 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 personal information as well as any contracts they have attached to them.

Click on the edit icon in the contract section to edit this information. Once you have made your edits, click Save.

 Funding: Payers page with edit button circled, showing Harry Lear profile. Left sidebar shows search for "Harry", Active/Inactive filters, Harry Lear with Companionship and Personal Care services, 3 active contracts. Right panel shows payer details and Betty page private care contract with Personal Care and Companionship service types.

To delete a contract, click the bin icon on the contract section. A message will pop up confirming your actions. If you want to delete the contract, click Yes, proceed.

Cancel contract confirmation modal asking "Are you sure you want to cancel contract 'Initial Contract'?" with "No, keep" button highlighted and "Yes, proceed" option. Background shows partial view of service types interface.

The contract will have a tag stating it is inactive, and you will be able to see a full list of inactive contracts under the show inactive contracts button on an individual payer profile.

Contract details showing "Show inactive contracts (2)" checkbox circled at top. Contract 1 "Initial Contract" marked as Active with Kirsty Rate, Personal Care service type, Standard invoice format. Contract 2 "Alice O'Malley Private care (old)" marked as Inactive with service types Waking night, Personal Care, and Home Help.


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