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How to export and send invoices in Birdie
How to export and send invoices in Birdie

Easily review invoices for payer and export or email in birdie.

Simone Steenhagen avatar
Written by Simone Steenhagen
Updated over a week ago

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

If you go to the Invoices tab now you will have access to all your invoices, in the Finance section of Birdie.

Here, you will see all the invoices you have generated via the Invoice Dashboard.

You will be able to click into any individual invoice - where you will be able to add any extra charges as well as 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:

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) these 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, simply 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, you will see an overview of all the invoices that have been generated across your branch. Here, you can search for the invoice by payer, care recipient or invoice number for instance. You can also filter by Invoice Group or by Sending Preference.

Once filtered, then click the Export button to enter bulk export mode. Here, you will be able to select the invoices you would like to export or send using the tick boxes to the left.

You still have the option to click into any individual invoice to export or email as a one-off.

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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