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 it comes to getting ready for payroll and invoicing, you will first start by reconciling and confirming your visits. You will do this in one central place, which then feeds into both your pay dashboard and invoice dashboard. Read the step-by-step guide here to learn how.
Sometimes during the confirming process, you may come across visits that will not be confirmed successfully, this is typically due to the below reasons that can be fixed on your end.
You have not assigned funding to a visit
There is no Care Professional assigned to the visit
The visit has not been completed (there is no check-in or check-out time recorded)
What does a successful confirmation look like?
When you confirm a visit you will get a pop-up warning. This provides key information about what will happen to those visits when you click Confirm.
In order for the visit to be successfully charged and paid for you should see two green ticks.
Now we will look at what to do if you do not see two green ticks.
Visits will be discarded from Invoicing message
If you try and confirm a visit and you see the below pop-up where there are one or more errors, this is because visits that show N/A in their paid/invoiced time columns cannot be successfully paid or charged for and will be discarded from payroll/invoicing.
Please note: Visits that are discarded will not be added to the invoice or the care professional's payslip and will be in the Discarded from Invoicing tab on this page.
How to fix this
You need to add funding information to this visit. When you click Edit timings you can add the funding directly on this page. If this visit is part of a visit schedule It is recommended to go to the visit schedule and apply the funding there to stop this from happening in the future.
To see how to do this read this article - How to add funding information to a visit
If you go to add funding information and find you are still unable to do this, this is because you have not set up a purchase order for this Care Recipient. If you want to charge for a visit then this must be created.
To see how to this read this article- How to create a purchase order
Visits will be discarded from Payroll message
If you try and confirm a visit and you see the below pop-up where there are one or more errors this is because there are no Care professionals assigned to the visit or the visit has not been completed.
Birdie defines a visit that hasn't been 'completed' as one where we don't have a record of your care professional checking in or out on the mobile app and therefore there are no Actual times recorded on this page.
Please note: Visits that are discarded will not be added to the payroll and will be in the Discarded from Payroll tab on this page.
How to fix this
If there is no Care Professional assigned you will not be able to assign one, paid timings are not editable because of this. You are still able to Invoice for this visit.
If there is a Care professional assigned but there are no Actual times recorded you can edit this by clicking Edit Timings and updating the Paid Timings and then click Save when you are done.
It is important that your Care Professionals complete a visit, if you are seeing repeated incomplete visits please encourage them to watch the video on this article - How to complete a visit on the Birdie app
Visits will be discarded from Invoicing & Payroll message
If you try and confirm a visit and you see the below pop-up where there are one or more errors this is because of the above scenarios which are
You have not assigned funding to a visit
There is no Care Professional assigned to the visit
The visit has not been completed (there is no check-in or check-out time recorded)
Follow the How to fix this section to solve this issue.
Please note: Visits that are discarded will not be added to invoicing or payroll and will be in the Discarded from Payroll and the Discarded from Invoicing tab on this page.
What happens if I don't want to pay or charge for a specific visit?
In the event you do not want to charge or pay for a visit, you can untick the Edit Charged timings and the Edit Paid timings box when in the Edit paid timings modal.
Please note: If there is no record of a visit happening, the Birdie platform does not automatically pay or charge for the visit. To pay or charge in this instance, you will need to override this manually.
You may find that cancelled visits have populated the Confirm Visits tab, this is because you have the option to pay and/or charge for them. If you do not want to pay or charge make sure to select this when cancelling the visit. Alternatively, you can follow the steps above to make sure this is not paid or charged for.
How to restore visits from Payroll / Invoice back to the Confirm Visits tab
If you have a paysheet or an invoice that does not look right you can restore this back to the Confirm visits tab. You can do this by going to the Pay Dashboard tab and clicking on the Care Professional's timesheet.
When you move this visit from the Pay dashboard and the Invoice dashboard into Confirm visits you will be able to make changes and confirm it again.
Click the three dots and select restore to confirmation.
You can do this similarly from within the Invoice Dashboard. First, filter to the time period that the visit you need to discard is in.
Find the visit and click the three dots and select Restore to confirmation.
When you move this visit from the Pay dashboard and the Invoice dashboard into Confirm visits you will be able to make changes and confirm it again.
Please note: Restoring from either screen restores to the confirmation from both.
Step-by-step guide
You may find the below visit confirmation flowchart helpful, click to download a PDF!
