Subscribing a booking to a billing contract template (Occupancy users)

Overview

Billing contract templates in Found allow you to track the funding of service users bookings.

By subscribing a booking to a billing contract template, you link a funder's funding arrangement to a predefined billing structure. This ensures consistent funding practices across your organisation, reduces manual data entry, and provides clear visibility of funding arrangements for each booking.

What is a billing contract template?

A billing contract template defines the standard funding configuration for a type of funding arrangement.

There are two main types of billing contract templates:

1. Individual contracts - For self-funding service users or their families

2. Organisation contracts - For funding organisations such as local authorities, CCGs, or NHS trusts

Why subscribe a booking to a billing contract template?

Subscribing a booking to a billing contract template provides several benefits:

• Consistency - All bookings using the same template follow identical funding rules

• Reduced errors - Predefined settings mean less manual configuration and fewer mistakes

• Clear audit trail - Contribution history is tracked automatically

• Flexible management - You can adjust contributions or end them as circumstances change

• Reporting - Easily filter and export funding data by contract type, funder, or location

How to subscribe a booking to a billing contract template

Step 1: Navigate to the booking

1. Open the booking you want to configure: Operations > Bookings > Click into your booking

2. Once in your booking go to the Funding tab at the top

Step 2: Add a billing contract subscription

1. Select Add billing contract subscription

2. Choose whether this is an individual or organisation subscription

Step 3: Select the funder

• For individual subscriptions: Select the person responsible for payment from the booking's existing funders

• For organisation subscriptions: Select the funding organisation, or create a new organisation funder if needed

⚠ Make sure to Enable funding for the individual Funder under the Contacts tab of the booking and add a reference (optional).

Step 4: Choose the billing contract template and billing source

1. Select from available billing contract templates that match:

   • The contract type (individual or organisation)

   • The booking's location

   • The booking's care duration type

2. Select the billing source that applies to this funder's contribution

Step 5: Set funding details

1. Enter the contribution amount (displayed per day or per week depending on the contract's contribution unit)

2. Set the subscription start date (must be on or after the booking start date)

3. Optionally set an end date (must be on or before the booking end date or planned end date)

Step 6: Review and confirm

1. Review all entered information

2. Press Subscribe to billing contract to create the subscription

The subscription will now appear in the billing contract subscriptions list, showing the funder, contribution amount, dates, and current status.

Managing subscriptions

Once a subscription is created, you can:

• View contribution history - See all contribution changes over time

• Adjust contribution - Change the contribution amount for future billing periods

• End contribution - Set an end date for the subscription

• Cancel - Remove the subscription entirely