Choose how billing adjustments appear on invoices

Overview

When a resident's billing changes after invoices have gone out, Found works out the correction for you. Until now, you chose how to invoice each correction as it came up, and it usually went on as a single lump-sum line.

You can now set this once on the billing contract template. Found then invoices every catch-up charge, over-billing credit and backdated change on that template the same way. You choose:

• Where it goes: on the next (or first) invoice, or on a separate invoice or credit note.

• How it's shown: as one line, or as one line per billing period.

Why it matters: some funders, such as ICBs invoicing through Tradeshift, have strict rules about how corrections must appear. They can reject a three-month backdated rate change shown as one lump sum, but accept the same change split out by billing period. Setting the rule once per template means fewer rejected invoices and less rework. You also get the same result whoever makes the change.

What it is

Billing adjustments is a section on a billing contract template. It asks three questions, one for each type of adjustment Found calculates:

Where it is

• On an existing template: go to Operations > Templates, open the template, then go to the Details tab. The Billing adjustments section is at the bottom.

• On a new template: the same three questions appear in the Invoice setup step when you create the template.

How to do it

1. Go to Operations > Templates and open the billing contract template.

2. On the Details tab, scroll down to Billing adjustments.

3. For each of the three questions, choose an answer from the dropdown. Hover over the information icon next to a question to see when it applies.

4. Save each change.

Options for each question

How should catch-up charges be invoiced?

• Ask me each time I create a subscription (default)

• Add to first invoice as one line

• Add to first invoice, one line per billing period

• Separate invoice, one line

• Separate invoice, one line per billing period

How should credits for over-billing be invoiced?

• Ask me each time I end a subscription (default)

• Add to next invoice as one credit line

• Add to next invoice, one credit line per billing period

• Separate credit note, one line

• Separate credit note, one line per billing period

How should backdated changes be invoiced?

• Ask me each time I make a change (default)

• Add to next invoice as one line

• Add to next invoice, one line per billing period

• Separate invoice, one line per change

• Separate invoice, one line per change per billing period

How it works

• Ask me each time is the default on every template. With this option, Found asks you how to invoice the adjustment each time it comes up, as it did before.

• Any other answer sets the rule for that template. Found invoices the adjustment that way without asking you.

• One line puts the whole adjustment on a single invoice line.

• One line per billing period splits the adjustment into a separate line for each billing period it covers. Some funders require this.

• Closing a booking works differently. Found doesn't ask you, and any credit goes on the next invoice as one credit line, whatever answer the template has for over-billing credits.

Rules

• The section only appears on care fee templates in the billing module.

• It doesn't appear on extras-only templates or on templates billed by booking period.

Permissions

• Plan: Found Pro, with the billing module.

• Users: Admin and Manager users who can add and edit billing contract templates.