Adding billable extras via a supplier invoice
Last updated: June 29, 2026
Overview
Billable extras are one-off charges added to a booking that can be invoiced to a funder. They represent additional expenses — such as supplies, laundry, or services — that sit outside a resident's regular care fees.
The supplier invoice upload flow lets you record multiple billable extras at once, grouped under a single expense type and purchase date, with the supplier invoice document attached. Each billable extra is linked to a specific booking, but all items in the upload share the same supporting file.
Step-by-step guide
1. Navigate to billable extras
Go to Operations > Billable extras from the main navigation.
2. Open the supplier invoice upload
Click the Add button in the top-right corner. A dropdown will appear with two options:
Add billable extras — for entering individual items one at a time
Upload supplier invoice — for adding multiple items from one supplier invoice
Select Upload supplier invoice.
3. Select the expense type
Choose the expense type that describes the nature of the charge (for example, "Laundry" or "Medical supplies"). The expense type determines the tax treatment applied to the amounts.
4. Enter the purchase date
Enter the date shown on the supplier invoice. This is the date the expense was incurred, not the date you are entering it into Found.
5. Add a reference and note (optional)
Reference — enter the supplier's invoice number or any internal reference code (maximum 255 characters).
Note — add any context that will help you or your team identify this charge later (maximum 5,000 characters).
6. Add line items
For each booking affected by this invoice, add a row with:
Booking — select the resident/booking the charge applies to
Amount — enter the amount in pounds. Found will calculate VAT and net amounts automatically based on the expense type's tax settings.
Repeat for every booking included on the supplier invoice.
7. Submit
Click Save. Found creates an individual billable extra record for each booking row. All records share the same expense type, purchase date, reference, note, and attached document.
What happens next
Each billable extra starts with a Pending status. The status will update as it moves through the billing cycle:
Status | Meaning |
Pending | Created but not yet linked to an invoice |
Scheduled | Linked to a billing contract subscription that collects billable extras |
Complete | Included in a funder invoice |
Credited | Refunded via a credit note |
Once a billable extra has a Complete status, it has been invoiced to the funder. To reverse it, use the refund option on the individual record.
Frequently asked questions
Q: What is the difference between "Add billable extras" and "Upload supplier invoice"? A: "Add billable extras" is for entering individual items one at a time. "Upload supplier invoice" is designed for bulk entry — you record multiple bookings and amounts in one step, all linked to the same supplier invoice document.
Q: What does the expense type control? A: The expense type determines the category of the charge and the tax treatment. Some expense types are VAT-exempt; others apply VAT either inclusively or exclusively. Found calculates the net and VAT amounts automatically based on the expense type's settings.
Q: The amount field is pre-filled — can I change it? A: In some cases, Found will pre-fill the amount based on defaults set on the expense type. You can overwrite this with the actual amount from your supplier invoice.
Q: Can I edit a billable extra after saving? A: Yes, provided it has not yet been invoiced. Once a billable extra reaches Complete status, the record is locked and you will need to raise a refund/credit note to make corrections.
Q: What if I added the wrong booking to a supplier invoice upload? A: If the billable extra is still in Pending or Scheduled status, you can delete it. If it has already been invoiced, you will need to use the refund flow to create a credit note.
Q: Can one supplier invoice be split across multiple funders? A: Yes. Each billable extra in the batch is linked to its own booking, and each booking may have a different funder. When invoices are generated, Found routes each billable extra to the correct funder invoice automatically.
Q: Why can't I see the Billable extras page? A: This feature is part of the Pro billing module and must be enabled by your workspace administrator. If you cannot see the page, contact your Found account manager or workspace admin.
Q: What is a "collecting subscription"? A: When a billing contract subscription is configured to collect billable extras, any pending extras linked to that booking are automatically bundled into the next invoice run. This moves the status from Pending to Scheduled until the invoice is generated.
Q: Can I export billable extras for reporting? A: Yes. From the Billable extras page, use the export option to download records in CSV or Excel format.