How to set up invoice passwords

Last updated: June 19, 2026

Pro feature: This feature is available on Pro plans only. If you’d like to upgrade your plan, please contact our support team.

Overview

Invoice passwords let you send password-protected PDF invoices by email so that only the intended recipient can open them.

Once enabled on an eligible subscription in Found, the invoice PDF is encrypted, and the funder must enter the service user's date of birth in DDMMYYYY format to open it.

How to do it

Step 1 — Opt in funding sources at the workspace level

  1. Go to Settings → Billing → Invoice passwords.

  2. Tick the funding sources you want to allow password-protected invoices for. The eligible (individual) funding sources are:

    • Private contribution

    • Top-up contribution

    • Client contribution

    • Lifestyle supplement

    • One-to-one care

    • Annuity

  3. Click Save. You will see the toast "Invoice password settings updated".

Step 2 — Turn on password protection on a subscription

  1. Open the booking and locate the relevant billing contract subscription.

  2. Open the row actions menu (the three-dot menu on the subscription row).

  3. Click Turn on password protection.

  4. Confirm the change in the dialog.

To turn it off later, repeat the steps and choose Turn off password protection.

How it works

  • When password protection is enabled on a subscription, every invoice generated for that subscription is delivered as an encrypted PDF.

  • The password is the service user's date of birth, formatted as DDMMYYYY (for example, 07041952 for 7 April 1952).

  • The funder enters that password in their PDF reader to open the invoice.

  • Changes to password protection are recorded on the subscription's activity timeline.

Frequently asked questions

Q: What is the password an invoice recipient needs to type in? A: The service user's date of birth in DDMMYYYY format. For example, 7 April 1952 is 07041952.

Q: Which funding sources can use password-protected invoices? A: Private contribution, top-up contribution, client contribution, lifestyle supplement, one-to-one care, and annuity. These are the individual funding sources eligible for opt-in.

Q: Where do I opt in funding sources? A: Settings → Billing → Invoice passwords. Tick the funding sources you want to enable and click Save.

Q: Why can't I see the "Turn on password protection" option on a subscription? A: Check that (1) the funding source is eligible and opted in under workspace settings, (2) the invoice delivery method is Email, (3) the booking is not locked, and (4) your role allows it — staff cannot change password protection.

Q: Does this work for posted or shared mailbox invoices? A: No. Password protection only applies when invoices are delivered by email.

Q: Can a manager or staff member change the workspace opt-in list? A: No. Only admins can manage the workspace invoice password settings. Managers and staff have view-only access.

Q: How do I turn password protection off again? A: Open the subscription's row actions menu and choose Turn off password protection.

Q: What happens to invoices that were already sent before I enabled password protection? A: Only invoices generated after password protection is turned on are encrypted. Previously sent invoices are not retrospectively re-sent.

Q: Is the password change recorded anywhere? A: Yes. Turning password protection on or off is recorded on the subscription's activity history, so you can see when it changed and who changed it.

Q: What if the booking is locked? A: You cannot turn password protection on or off while the booking is locked. Unlock the booking first, then try again.

Q: I can't find the Invoice passwords page in settings. Why? A: Your workspace may not be subscribed to the Billing module in Found Pro, or your role may not have access. Speak to your Found account owner or an admin in your workspace.