How to create global billable extra types

Last updated: April 2, 2026

Overview

Billable extra types are global extras defined at the workspace level that categorise additional charges beyond standard care fees. Examples include hairdressing, taxi rides, or other one-off costs that need to be tracked and invoiced for a resident.

Once created, a type can be applied to any booking and — when a billing subscription is configured to collect billable extras — will automatically appear as line items on the relevant invoice.

Types are managed from the expense catalogue, a central library that your whole workspace shares. Creating a type here makes it available across all configured locations.

Step-by-step: Creating a billable extra type

Step 1 — Navigate to the expense catalogue

Go to Settings → Billing → Expense catalogue.

Step 2 — Open the create form

Select Create type in the top right of the page.

Step 3 — Enter the type name and description

  • Name (required) — Enter a clear display name that staff will recognise, for example "Transport" or "Specialist supplies". This name appears throughout Found when logging and reviewing charges.

  • Description (optional) — Add any additional context to help staff choose the right type. Maximum 500 characters.

Step 4 — Configure tax settings

  • Tax status (required) — Select Taxable if VAT applies, or Exempt if not.

  • Tax code (optional) — Enter the nominal accounting code if you use a finance system integration.

  • Price entry mode (required) — Choose how staff will enter amounts:

    • Exclusive — staff enter the net (pre-VAT) amount; Found calculates and adds VAT on top.

    • Inclusive — staff enter the gross (VAT-included) amount; Found calculates the VAT portion within that total.

Step 5 — Set availability

  • Availability (required) — Tick one or both options:

    • Billable extra — makes the type available when logging resident charges.

    • Personal allowance — makes the type available in the personal allowance workflow.

Step 6 — Assign locations

  • Locations (required) — Select every location that should have access to this type. Staff at locations not listed here will not see this type when logging billable extras.

Step 7 — Set a default price (optional)

If this type has a standard charge, you can pre-fill the amount field for staff:

  • Default price — Enter the amount in pounds.

  • Tax rate — Enter the VAT percentage to apply.

  • Effective from — Enter the date from which this price applies. Found uses this date to maintain a pricing history, so historical records remain accurate if the rate changes in future.

Leave these fields blank if the price varies each time.

Step 8 — Save the type

Select Save. The type is now available across all selected locations and can be used when logging billable extras against any booking.

Frequently asked questions

Q: Who can create billable extra types? A: Users with the edit permission on expense types can create and manage them. If you cannot see the expense catalogue, contact your workspace administrator to check your role.

Q: What is the difference between "exclusive" and "inclusive" price entry mode? A: With exclusive, the amount a staff member enters is treated as the net (pre-VAT) figure — Found then calculates and adds VAT on top. With inclusive, the amount entered is treated as the gross (VAT-included) figure — Found calculates the VAT portion within that total.

Q: Can one type be used for both billable extras and personal allowances? A: Yes. When creating or editing a type, you can tick both availability options. The type will then appear in both workflows.

Q: What happens if I do not set a default price? A: Staff will need to manually enter the amount each time they log a billable extra of that type. A default price is optional and only pre-fills the field — it can always be overridden at the point of entry.

Q: Can I restrict a type to specific locations? A: Yes. The locations field is required and controls which locations can use the type. If a location is not listed, staff at that location will not see the type when logging billable extras.

Q: Can I change the tax rate on an existing type? A: Yes. You can add a new default price entry with an updated tax rate and an effective from date. Found uses the rate that was effective on the purchase date of each billable extra, so historical records are not affected.

Q: Can I archive a type I no longer need? A: Yes. From the expense catalogue, you can archive a type. Archived types no longer appear when staff log new billable extras, but existing records linked to the type are retained.