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How to use the pre-set invoice formatting
How to use the pre-set invoice formatting

Save time by using the pre-set invoice template, including payment details and invoice prefixes.

Anjelica avatar
Written by Anjelica
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!

You can now save your formatting choices, including payment and billing details to be included on the invoice, for future invoices saving you time! You can also select the format type, such as NHS or Local Authority.

How to set invoice details from the Configuration tab

Click on the Finance tab and select Configuration.

Click the Edit button, you will be able to add:

  • The billing address

  • Invoice number prefix (optional)

  • Office phone number (optional)

  • Invoice breakdown toggles (These toggles will be set to show breakdowns by default)

    • Deductions breakdown

    • Expenses breakdown

    • Extra charges breakdown

  • Payment details

  • Communication (email that you would like to appear on invoices for your agency)

Once the information is entered, it will apply to every invoice you export and send. You will have the option to review these details and make changes when 'exporting' later on.

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

Click Save when you are done.

How to assign invoice template types to a contract

You can select the invoice format associated with a particular contract. Once set, this will be the default format when exporting or emailing any invoice associated with this contract.

Go into your Contracts and select the contract that you want to assign the template to. Click Edit and then in the 'Invoice format' box select the format you would like to appear on this contract, there will be three available invoice templates (Local authority, NHS, or standard).

Go to the Invoice tab and select the invoice you would like to export, this will now show up when you click on 'Export' and select email or download as pdf. You will also see the configuration details you entered above.

You can make edits or changes to these details and template format as necessary.

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

How to add remittance slips to invoices

Note: The ability to add remittance details is available to Advanced and Plus packages only.

By toggling the Remittance Advice on in Invoice Configuration, you’ll be able to add an extra page at the end of your invoice PDF.

This new page will be titled Remittance Advice and will include the following information:

  • Hub name and address

  • Payer name

  • Client name(s) or number(s)

  • Invoice number, period and issuing date

  • Invoice total value

You can also add a note to help your payers complete the payment, such as banking details or information about Direct Debit. This is optional and can be done by filling the relevant field under Remittance Advice in Invoice Configuration.

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