Collecting billable extras for a billing contract subscription
Last updated: May 27, 2026
Overview
Billable extras are one-off charges recorded against a booking that sit outside of standard care fees. They represent additional costs — such as hairdressing, newspapers or chiropody — that need to be passed on to a funder through your billing workflow.
In Found, billable extras are collected automatically during invoice generation when a billing contract subscription is configured to do so. This removes the need to manually raise separate charges for each extra, keeping your billing accurate and auditable.
How it works
1. Enable billable extras collection on a subscription
You can either create a dedicated billable extras subscription that captures only billable extras, or include billable extras within the standard care fees invoice subscription.
Each billing contract subscription includes a setting called Collect billable extras.
When enabled, the subscription will automatically include any pending billable extras linked to the relevant booking(s) in the next generated invoice.
To prevent double-billing, only one subscription per booking should have this setting enabled at any time.
2. Add billable extras to a booking
Billable extras are recorded against a booking from the Funding tab, under the Billable extras section. You can add them in two ways:
Add billable extras — enter one or more extras manually, selecting an expense type, amount, purchase date, and optional reference or note
Upload supplier invoice — bulk-import extras from a file, useful when processing invoices from external suppliers
Each extra requires:
A booking
An expense type (from your expense catalogue)
A gross or net amount
A purchase date
3. Understand billable extra statuses
Every billable extra has one of four statuses:
Status | Meaning |
Pending | Created but not yet assigned to a collecting subscription |
Scheduled | Linked to a subscription with collect billable extras enabled — will appear on the next invoice |
Complete | Invoiced — an invoice line item has been created |
Credited | Refunded — either via a credit note or a negative extra on the next subscription invoice |
4. Invoice generation
When an invoice is generated for a subscription with Collect billable extras enabled, Found automatically:
Finds all pending billable extras for the associated booking(s)
Adds each extra as a separate line item on the invoice, including net and VAT amounts
Marks each extra as Complete by linking it to the invoice item
Extras appear alongside care fees and adjustments as individual line items, with the expense type name and purchase date shown in the description.
5. Refunding a billable extra
Once a billable extra has been invoiced, it can be refunded in two ways:
Via subscription — a negative extra is created and will appear as a credit line on the next invoice run
Via credit note — a credit note is issued immediately against a selected funder, with a custom issue date if needed
Both options require a refund reason to be recorded for audit purposes.
Frequently asked questions
Q: What is a billable extra?
A: A billable extra is a one-off charge recorded against a booking that sits outside standard care fees. Examples include specialist equipment, personal shopping, or third-party service costs that need to be recharged to a funder.
Q: Where do I add billable extras in Found?
A: Go to the booking, open the Funding tab, and scroll to the Billable extras section. Use the dropdown to choose Add billable extras for manual entry or Upload supplier invoice for bulk import.
Q: Why is a billable extra showing as Pending instead of Scheduled?
A: A billable extra is Pending when no billing contract subscription with Collect billable extras enabled is linked to the booking. Check the booking's subscription settings and ensure the correct subscription has this option turned on.
Q: Can more than one subscription collect billable extras for the same booking?
A: It is technically possible but not recommended. Only one subscription should have collect billable extras enabled per booking to avoid the same charge appearing on multiple invoices.
Q: What expense types can I use?
A: Expense types are configured in your expense catalogue under Settings > Billing > Expense catalogue. Each type has a defined tax status (standard rate, exempt, etc.) and price entry mode (net or gross). Contact your admin if you need a new expense type added.
Q: Will a billable extra be included on the next invoice automatically?
A: Yes — once an extra has a Scheduled status, it will be picked up automatically the next time an invoice is generated for that subscription. You do not need to do anything further.
Q: Can I edit a billable extra after it has been invoiced?
A: No. Once an extra is Complete (invoiced), it cannot be edited. If the amount or details are incorrect, raise a refund and create a new extra with the correct information.
Q: How do I refund a billable extra?
A: Open the billable extras table, find the extra, and select Refund from the row actions. You can choose to issue the refund via the subscription (collected on the next invoice) or as an immediate credit note. A refund reason is required.
Q: How does VAT work on billable extras?
A: VAT is calculated based on the expense type's tax settings. If the expense type is set to standard rate, VAT is calculated automatically when you enter the amount. If the type is tax-exempt, no VAT is applied. The net, VAT, and gross amounts are shown on both the extra record and the invoice line item.
Q: Can I export billable extras for reporting?
A: Yes. From the Operations > Billable extras page, you can filter and export extras as a CSV or spreadsheet file.