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!
When you are ready to invoice your funders, you will first need to generate your invoices. To do this, you start by going to the Invoice Dashboard.
Head to the Finance Tab and you will see that the Invoice Dashboard can be found on the left-hand menu.
In this dashboard, you will see a list of filters at the top of as well as a table of all the visits you have confirmed for a given time period. You will be able to generate individual invoices or bulk generate invoices, pending your need, which will then appear in the Invoices tab.
How to filter the Invoice Dashboard
Within the Invoice Dashboard, you will be able to filter by time period, contract, care recipient, as well as Invoice Group.
Selecting time period
We know you may have different periods or cycles around which you invoice, i.e. you will know which clients need to be invoiced weekly, bi-weekly, monthly, etc so therefore you can select the date period you want to view.
This time period selector allows you to determine the cycle and frequency of your invoices in a much more flexible way.
You can then use the following filters as you need, pending on what you are invoicing for:
Select Contract - you can select 1 or more contracts that you wish to generate your invoices for. You’ll see that as you select - or multi select - contracts, all visits associated with that time period and the selected contract(s) will appear in the table below.
If you’ve selected multiple contracts and click 'generate invoice', this will generate an individual invoice per contract.
Select Care recipients - You can filter this dashboard by care recipient. You will need to select a contract prior to this. In the case of a bulk contract, select the bulk contract and then select the specific care recipient you wish to generate an invoice for.
If you’ve selected multiple care recipients and click generate invoice, this will generate an individual invoice per care recipient, associated with your selected contract.
Select Invoice group - you can filter by Invoice group, which will pre-populate and filter by a selection of contracts. You can identify which contracts are part of any invoice group by setting this up per the article here.
When you go to click ‘generate’ after selecting an invoice group, you will generate an individual invoice for each of the contracts associated with that group.
As you make your filter selections, you'll notice the visits contained within the table update to reflect those selections. The values under 'Total charge' and 'Total hours' will also be updated.
Review the amount associated with those invoices
You can review the values under 'Total charge' and 'Total hours' before generating your invoice or invoices. If anything doesn't look right, you can click into specific visits to review in more detail. To do this, click on '...' next to any visit in the invoice dashboard.
Then select 'View visit details.'
This will pull up the invoicing information associated with this visit, per below.
If something doesn't look correct, you can restore the visit back for confirmation, using the same '...' menu next to the visit and select 'Restore to confirmation.'
How to generate invoices for the whole contract
You will use this method if you want to generate a single invoice for all Care Recipient's attached to one contract for a selected time period.
When you are happy with the values you've reviewed per the above section - and the filters you've selected at the top of the dashboard - you can click Generate Invoice.
The Generate Invoice button will indicate the number of invoices that will be generated when clicked based on the number of contracts you have selected.
Once you have generated the invoice, on the Invoices tab you will see the Care Recipient column listed as 'multiple'.
When you click on this invoice you will be able to see all of the Care Recipients listed on this contract attached to the visits the payer is being invoiced for.
How to generate invoices for individual Care Recipients
You will use this method if you want to generate an individual invoice for each Care Recipient you have selected during that time period.
To generate invoices for an individual Care Recipient, you will need to select them in the Care Recipient filter.
When you click the Generate invoice button this will create an invoice for the individual Care Recipient and their visits for the selected time period.
The Generate Invoice button will indicate the number of invoices that will be generated when clicked based on the number of Care Recipients you have selected.
You can select multiple contracts and Care Recipients to generate multiple invoices in bulk.
If you’ve selected one of multiple care recipients, on a bulk contract for instance, and click generate invoice, this will also generate an individual invoice per Care Recipient.
How to use Invoice groups
If you are using Invoice groups, you can add an Invoice group to any contract within Birdie, and then filter within both the Invoice Dashboard and Invoice Tab to pull up a list of invoices just for that specific group.
For more information on Invoice groups, please see this article - How to create Invoice Groups.
When you click the Generate Invoice button after selecting an invoice group, you will generate an individual invoice for each of the contracts associated with that group.
If you need individual invoices for each Care Recipient you will need to select them in the Care Recipient filter.
All the invoices you generate will appear in the Invoices tab. There, you can see all the Invoices you have generated and click into individual ones. You'll also be able to export as CSV or PDF - or email both individually or in bulk. Read the article here for more on exporting or sending Invoices in Birdie.
Invoice Dashboard warnings
Please note: This feature is currently in a limited beta for a few select agencies, stay tuned for when this feature will be released.
You may see a banner on your Invoice dashboard warning you that an invoice(s) has already been generated for part or all of the selected period, for any of the contract(s) and Care Recipient(s) that were selected in the filters.
This is to help mitigate accidental re-invoicing, this will only show on your dashboard if you have selected an invoice that has already been generated. You can choose to ignore this message, however, we suggest that you review the filters and select invoices that have not been generated already.
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