Creating a one-off (respite) billing contract template in Found

Overview

A one-off billing contract template is used to bill a respite stay with a single invoice raised in advance, rather than on a recurring monthly or weekly cadence. In Found, this is the "One-off" invoice generation type, and it produces one invoice that covers the full booking period (start date through to the provisional end date or fixed end date of the respite booking).

This article explains what a one-off template is, where to find it, how to create one, and the rules that govern how it behaves once a service user is subscribed to it.

What is a one-off billing contract template?

• A reusable template that can be applied to respite bookings.

• It tells Found to raise a single invoice in advance that covers the entire respite stay, instead of generating recurring invoices on a cadence.

• The invoice dates are taken from the booking itself (start date and provisional or fixed end date) — you don't manually pick a billing period when the contract is set up against a service user.

• If the booking dates are later edited, the one-off contract reacts to the change (for example, extensions are billed as care fees on the next invoice; shortenings can produce credit adjustments).

Where to find it

In Found, navigate to:

Operations → Billing contract templates

You'll see tabs at the top of the page for the template types available to your workspace:

• Individual

• Organisation

Templates already created appear in the table on each tab. Archived templates can be accessed from the Archived button in the page header.

How to create a one-off billing contract template

1. Go to Operations → Billing contract templates.

2. Choose the tab that matches who will be billed:

   • Individual — the service user or their representative is the fee payer.

   • Organisation — a funder organisation (such as a local authority) is the fee payer.

3. Click Add template in the top right and select Individual or Organisation from the dropdown.

4. In the Add billing contract side sheet, complete each step:

   • Details — name the template and select the location(s) it applies to.

   • Contract — choose the funding source and contract settings.

   • Care durations — Respite must be the only care duration set

   • Billing calendar — for a one-off template, set Invoice generation to One-off. Choosing One-off configures the template to bill against the booking period rather than a recurring cadence (you won't be asked for monthly/weekly invoice days).

   • Invoice setup — set the document number prefix and any tax/VAT details required.

   • Invoice delivery — set how invoices will be sent.

   • Billing rules — set any rules (for example, what happens on booking closure or cancellation).

5. Save the template.

The template is now available to be applied to a respite booking when a service user is subscribed to it.

How it works once applied

• When the template is subscribed to a respite booking, Found creates a single subscription that mirrors the booking's start and planned end dates.

• A single invoice is raised in advance for the full stay.

• Care fees, billable extras, discounts, and offsite reconciliations all apply to that one invoice in the same way they do on cadence contracts.

• If the booking end date is extended, the additional nights/days are billed as care fees on the next invoice.

• If the booking is shortened, a credit adjustment may be generated, depending on whether the original invoice has already been issued.

• If the booking is closed or cancelled early, the configured billing rule determines whether a credit is raised.

Rules

• One-off templates are designed for respite stays — bookings with a defined start and end date.

• The billing period is derived from the booking — you don't enter explicit billing period dates on the template.

• One-off is offered only as the Invoice generation option labelled "One-off". The underlying booking-period type is set automatically and isn't selectable on its own.

• Each respite booking should be subscribed to its own one-off contract — the contract covers a single stay.