Creating a billable extras only billing contract template

Overview

A billing contract template in Found is a reusable blueprint that tells the system how to invoice for a booking — what cadence to use, how to lay out the invoice, when to issue and when payment is due. Each template can be subscribed to many times across different bookings and funders.

A billable extras only template is a special flavour of contract template that collects one-off charges against a booking — things like hairdressing, toiletries, pharmacy items, mobility aids or outings — without charging any recurring care fees. Care fees are not invoiced under this template; only billable extras already recorded against the booking will appear on the resulting invoices.

Use this template when a service user's care fees are being handled by a separate contract (for example, a local authority pays the care fee on one contract, and the resident or family pays for personal extras on another), or when a funder is responsible only for incidentals.

Where to find it

Billable extras only is one of three options under "What does this template collect?" when creating a billing contract template. You can reach the creation flow from:

• Operations → Billing contract templates → Individual — for templates billed to an individual fee payer.

• Operations → Billing contract templates → Organisation — for templates billed to an organisation (for example, a council or family office).

• Booking funding tab → Add subscription → Create custom contract — when you want a one-off contract tied to a specific booking.

In each case, click Add template (or Create custom contract in the booking flow) to open the Add billing contract template sheet.

How to create one

1. Open the Add billing contract template sheet from one of the entry points above. If you are creating an organisation template, pick the organisation first.

2. In What does this template collect? choose Billable extras only.

3. Complete the Details step:

   • What should this contract be called? — give the template a clear, unique name (for example, "Toiletries and outings extras").

   • Care durations — select the care durations the template applies to (Permanent, Respite, or Day if your workspace has day care enabled).

   • Locations — optionally restrict the template to specific locations. Leave empty to make it available everywhere.

   • Funding sources do not appear on this step for billable extras only — extras are not tied to a funding source.

4. Complete the Billing calendar step:

   • Billing frequency — how often invoices should run (for example, Monthly, Weekly, Every 28 days).

   • Billing period start date — the first date the billing cycle begins from.

5. Complete the Invoice setup step:

   • Issue date and Due date — when invoices are issued and when payment becomes due.

   • Payment methods — for example, BACS, Direct debit.

   • Service user identification and Invoice ID format — how each invoice is labelled.

6. If this is an organisation template, complete the Invoice delivery step (Email, post, or both).

7. Click Create billing contract template. You are taken to the new template's page and can begin subscribing bookings to it.

The billing rules step is intentionally skipped for billable extras only templates — there are no care fees to apply night-based or day-based calculations to.

How it works

• A billable extras only template is saved with its module set to billable extras, so the system knows not to generate care fee items against it.

• When a booking is subscribed to the template, the subscription is flagged as one that collects billable extras for that booking.

• Users record billable extras against a booking as they happen (hairdressing on the 3rd, toiletries on the 10th, and so on). Each extra has a purchase date and is priced against an expense type with VAT calculated at the moment of creation.

• When the template's next invoice run is due, every unbilled billable extra on the booking is pulled onto a draft invoice. Once the invoice is issued, those extras are stamped against the invoice item so they cannot be billed again.

• A booking can be subscribed to a care-fees contract and a billable extras only contract at the same time, with extras only collected by the billable extras only subscription.

• If a billable extra is refunded after invoicing, it is reversed via a credit extra and can be issued as a credit note in the normal way.