Closing a booking (billing module access)

Overview

Closing a booking in Found marks the end of a resident's stay. When a booking is closed, the system automatically ends active billing subscriptions, cancels future agreed fees, and updates room assignments — ensuring your billing data stays accurate without manual intervention.

This article covers how to close a booking, what happens to billing when you do, and how to lock a closure for invoicing.

How to close a booking

1. Open the booking record for the resident.

2. Select Close booking from the booking actions menu.

3. Complete the closure form:

   • Closure date — the date the resident's stay ends.

   • Reason — select from the list (e.g. end of planned stay, transfer/move, deceased).

   • Specific reason — filtered automatically based on your selected reason.

   • Additional details — optional free-text field, available when selecting "Other".

   • Death information — if the reason is "Deceased", enter the date, time and cause of death.

4. Submit the form.

What happens when a booking is closed

• A closure record is created with the reason, date, and any additional details.

• The current room assignment is updated to end on the closure date.

• Any future room assignments (starting on or after the closure date) are removed.

• Future agreed fees from the closure date onwards are cancelled.

• Block bed assignments are capped at the closure date.

• If the resident is deceased, the service user record is updated with the date and cause of death.

What happens to billing when a booking is closed

If your organisation has the billing module enabled, closing a booking also:

• Ends all active billing subscriptions linked to the booking's funders. The subscription end date is calculated from the closure date, plus any invoice days after move-out or death configured on the billing contract.

• Cancels all future contributions (those with an applicable date on or after the subscription end date).

• Does not affect already-issued invoices — past invoices and contributions remain unchanged.

• Creates billing adjustments if needed (e.g. an overpayment adjustment if the closure date is backdated, or a catch-up adjustment if the date is extended).

Editing a closure

If the booking has not been locked, you can edit the closure date or reason after closing:

1. Open the closed booking.

2. Select Edit closure from the booking actions menu.

3. Update the date or reason and save.

When you shorten the closure (move the date earlier), any overpaid contributions are flagged as an adjustment. When you extend it (move the date later), a catch-up adjustment is created to cover the additional period.

Locking a closed booking

Locking a closure prevents the date or reason from being changed. This is required before invoices can be generated for the booking period.

• Only admin and manager roles can lock or unlock a booking.

• Locking requires the Invoicing feature to be enabled on your account.

• Once locked, the closure cannot be edited or reopened until it is unlocked.

To lock: open the closed booking and select Lock booking from the actions menu.

Cancelling a booking (vs closing)

A cancellation is used when a booking never began or needs to be removed retroactively. The cancellation date must be on or before the booking start date. You cannot cancel a booking while the service user is currently recorded as offsite.

Reopening a closed booking

If a booking was closed in error and has not been locked, it can be reopened:

1. Open the closed booking.

2. Select Reopen booking from the actions menu.

Reopening removes the closure record and, if the Pro billing module is enabled, reactivates billing subscriptions automatically.