Products
Products define the hourly rate for your client visits on their invoices. Nursebuddy automatically calculates rates for shorter visits (like 30 or 45 minutes) based on this hourly price.
Go to Settings > Invoicing > Products to set these up.
Just click "Add new product" to create as many rates as your business needs.
1- In General Info, name your product (e.g., Personal care, Enabling, Domestic work, etc.). You can leave non-mandatory fields like VAT and Rounding blank.
2- In the next tab, Rates and Times, you can set different hourly rates for different times of the day, weekends, or holidays. This is helpful if the same type of visit is charged at different rates throughout the week.
3- After setting your rates in the coloured tabs, apply them to the timetable below. Just select the rate, then click, hold, and drag your cursor over the times you want the rate to apply to.
Pro-tip for flat rates: If you have one flat rate for a product (24 hours, 365 days), you only need to set one coloured tab. You can delete the others after saving and re-opening the product.
Heads-up: You might still need a separate rate defined for Holidays.
4- You can select this product when you create a visit in the client calendar
Here is an example of a Personal Care Invoice Product:
Visits from Mon–Sun (midnight to 5pm) are invoiced at £25/hour. Labelled 'All Week' (green tab).
Visits from Mon–Sun (6pm to 11pm) are invoiced at £35/hour. Labelled 'All Week After 5' (yellow tab).
Holidays (e.g., Christmas/New Year) are invoiced at £45/hour. Labelled 'Holidays' (pink tab). This £45 rate applies 24 hours a day on the defined holidays.
Pro-tip: Handling non-proportional short visits: If you charge shorter visits (like 30 or 45 minutes) at a rate that is not proportional to your 1-hour rate, you must create a separate invoice product to reflect the correct hourly equivalent.
Example: If your 1-hour rate is £25, but you charge £20 for a 30-minute visit, you should:
Create a new product named “30 mins Visits.”
Set its hourly rate to £40 (which is the true hourly equivalent of a £20 half-hour rate)..
This ensures the final invoice calculation for the 30-minute visit correctly shows £20.
Note: Deleted products are still available in the Visit List Report for historical data, but you cannot use them for future visits.
Invoice Contacts
Invoice contacts let you know exactly who (the person or business) you need to invoice for a client's care.
Go to Settings > Invoicing > Contacts tab > Add a new invoice contact
Fill out the pop-up box and click Save. You can add as many contacts as you need and assign them to a visit in the client calendar.
Default Product and Invoice Contacts
If a client usually has the same product or invoice contact for most visits, you can set defaults right in their client profile to save time.
These default values will apply to every visit scheduled unless you choose different options during scheduling.
To set these defaults, select Client > Edit button > Service tab. The options to fill out the preferred product and invoice contact are on the left-hand side.
