Found 1.0 vs Found 2.0: Billing Module Differences

Overview

The billing module is one of the most significantly redesigned areas in Found 2.0. The underlying goal is the same — generating invoices for care, managing fee changes, and tracking payments — but the architecture has been fundamentally unified. In Found 1.0, there were two entirely separate billing paths depending on who was paying. In Found 2.0, all billing flows through a single, consistent structure regardless of funder type.

Terminology Quick Reference

The Biggest Change: One Billing Path Instead of Two

How Found 1.0 worked

Found 1.0 had two completely separate billing systems depending on who was paying:

1. Invoice Schedules — used for private fee payers (an individual person paying for a resident). Each schedule was attached to one fee payer for one resident. Invoice Schedules generated invoices automatically on a defined frequency and handled the arrears/advance billing distinction.

2. Billing Contracts — used for Company Fee Payers (Local Authorities, NHS Trusts, etc.). These were more complex: a single contract could pull together contributions from multiple residents into one consolidated invoice. Billing Contracts used bands to define pricing tiers.

These two paths were built and managed separately, with different interfaces, different settings, and different logic.

How Found 2.0 works

Found 2.0 has a single billing architecture for all payer types. It works in two layers:

1. Billing Contract (the template) — defines billing rules for a location: how often invoices are generated, what the billing period is, when invoices are due, payment method defaults, and so on. This is set up once at the location level and reused.

2. Billing Contract Subscription (the active instance) — applies those rules to a specific resident and funder combination. Each subscription tracks the funder, the contribution amount, the funding source type, payment method, and delivery preferences. One booking can have multiple subscriptions (one per funder).

This means Local Authority billing, NHS billing, and private billing all flow through the same structure, configured at the subscription level.

Billing Contract: Different Meaning in Each System

The term Billing Contract exists in both Found 1.0 and Found 2.0, but it means different things:

• Found 1.0: A Billing Contract was specifically for Company Fee Payers (organisations). It consolidated multiple residents' contributions into one invoice. Private fee payers had Invoice Schedules, not Billing Contracts.

• Found 2.0: A Billing Contract is a location-level template that defines billing configuration. It applies to all funder types — private, Local Authority, NHS, and others. The subscription is the per-resident instance.

Funding Sources: More Granular in Found 2.0

Found 1.0 primary funding types

Found 1.0 used broad categories:

• Private

• Local Authority

• Local Authority with Top-Up

• NHS

• Unknown

Found 2.0 funding sources

Found 2.0 uses much more specific funding source types that can be applied to individual contributions:

Private funding:

• Private Contribution

• Top-Up Contribution

• Client Contribution

• Lifestyle Supplement

• One-to-One Care

• Annuity

Local Authority funding:

• Local Authority Contribution

• Local Authority 12-Week Disregard

• Local Authority Deferred Payment Agreement

NHS / publicly funded:

• Free Personal and Nursing Care

• Free Personal Care

• Funded Nursing Care

• NHS Continuing Healthcare

This granularity matters because a single resident may have multiple funding sources contributing to their care simultaneously. In Found 2.0, each contribution line carries its own funding source type, so you can track exactly what each funder is paying for.

Care Fees

Found 1.0

The base care fee for a resident was called a Care Fee, and a Scheduled Care Fee was used to record fee changes with a future effective date. These were associated with the resident's occupancy record.

Found 2.0

The base care fee is called an Agreed Booking Fee, linked to the booking. Multiple agreed fees can exist for the same booking with different effective dates — the system uses the most recently applicable one when generating invoices. Backdating calculations and adjustments are handled automatically when a fee is changed retrospectively.

Invoice Scheduling: More Frequencies Available

Found 1.0 billing intervals

• Monthly

• Custom number of days

Found 2.0 invoice generation frequencies

• Monthly (on a configurable day of the month)

• Every 28 days

• Weekly

• Daily

Found 2.0 billing period types

The billing period (what date range is being invoiced for) can be set independently of the generation frequency:

• Calendar Monthly (1st to end of month)

• Fixed Monthly (e.g., 15th to 14th)

• Every 28 Days

• Weekly

• Daily

Arrears and Advance Invoicing: Removed

In Found 1.0, each Invoice Schedule had an explicit setting of either Arrears (invoice sent after the period it covers) or Advance (invoice sent before the period). There was also a Billable Extras Only option for schedules that only covered extras, not the care fee.

In Found 2.0, the arrears/advance distinction no longer exists as a named setting. Instead, billing contracts have an invoice generation offset — a number of days before or after the billing period to generate the invoice. This achieves the same effect but more flexibly and without forcing a binary choice.

Proforma Invoices and Upcoming Invoices: Removed

Found 1.0 had two preview mechanisms:

• Proforma Invoice — a draft invoice you could review and approve before it became a real, numbered invoice. You could check the figures and confirm before committing.

• Upcoming Invoice — a read-only preview showing what the next automatic invoice would look like, based on current fee and schedule data.

Neither concept exists in Found 2.0. Invoices are generated directly. When the scheduled run executes, real invoices are created immediately. If changes need to be made, billing adjustments are used after the fact.

Invoice Delivery Tracking: More Detail in Found 2.0

Found 1.0

Invoices had a simple sent/unsent status.

Found 2.0

Invoice delivery is tracked with more precision:

Invoice Alerts: Changed

Found 1.0 had two dismissable alerts that appeared on invoices when data changed after the invoice was generated:

• Conflict — a direct conflict between invoice data and current care data

• New Information Detected — a difference between the invoice and updated information

Found 2.0 handles data changes differently and does not use this same alert system.

Billing Adjustments: Many More Types in Found 2.0

Found 1.0 had invoice adjustments for making corrections to issued invoices.

Found 2.0 has a much more comprehensive set of Billing Adjustment types, most of which are generated automatically by the system:

Most of these are created automatically when care fees change, subscriptions start or end, or discounts are applied.

Discounts: New in Found 2.0

Found 1.0 had no formal discount model.

Found 2.0 has a Discount entity that can be attached to a billing contract subscription with a start and end date. Three discount types are supported:

When a discount is active, the system automatically generates the appropriate billing adjustment lines on each invoice. Backdating a discount also generates catch-up adjustments for past periods.

Subscription States: More Visible in Found 2.0

Found 1.0 Invoice Schedules could be active or stopped.

Found 2.0 Billing Contract Subscriptions have more explicit states:

The On Hold state is new — it pauses invoice delivery without ending the subscription, useful when payment arrangements are being renegotiated.

Shared vs Individual Invoices

In Found 1.0, Billing Contracts (for organisations) could generate a single consolidated invoice covering multiple residents, with each resident appearing as a line item.

Found 2.0 makes this configurable explicitly on the Billing Contract via the Invoice Structure setting:

• Individual — one invoice per subscription (one per resident/funder combination)

• Shared — one consolidated invoice covering multiple residents under the same organisation contract

Invoice Numbering: Configurable in Found 2.0

Found 1.0 used sequential invoice numbers.

Found 2.0 adds configurable invoice prefix modes:

Credit notes can also be given a separate prefix from standard invoices.

Linked Subscriptions: New in Found 2.0

Found 2.0 introduces the concept of Linked Subscriptions — a child subscription that is linked to a parent subscription and automatically generates a deduction on the parent's invoice.

This is used in scenarios such as a resident who has both a primary LA contract and a supplementary contribution that is deducted from the primary payer's total. The child subscription generates linked deduction adjustment lines on the parent's invoice automatically.

Found 1.0 had no equivalent concept.

Personal Allowance (was Petty Cash)

Found 1.0

Petty Cash was a ledger tied to a Resident, tracking money held on their behalf for personal spending. A separate Petty Cash Ledger model stored the transaction history.

Found 2.0

This is now called Personal Allowance, tracked through individual Personal Allowance Transactions. Each transaction records the amount, date, and payment method:

• Cash

• Bank Transfer

• Cheque

• Card

Transactions can be reversed (reversals link back to the original transaction).

Block Bed Contracts: Enhanced in Found 2.0

Both systems support Block Bed Contracts for bulk bed arrangements with commissioners.

Found 2.0 adds:

• A choice of fee structure: Fixed (same fee regardless of occupancy) or Variable (different rates for occupied, void, and fixed beds)

• More explicit tracking of bed capacity and assignment to specific bookings

What Stayed the Same

• Invoices and Credit Notes are still the two core invoice types

• Billable Extras work similarly — additional charges beyond the care fee, attached to a resident or booking

• Payment methods (BACS, Cheque, Cash, Direct Debit, Standing Order) are the same

• Invoices are still generated per funder and can cover a defined billing period

• Billing can still be set to run automatically on a schedule

• Email delivery of invoices is still supported

For questions about a specific billing setup or configuration, contact your Found support team.