Generating invoices

Last updated: June 4, 2026

Overview

Invoices are generated from billing periods and subscriptions. Each invoice captures care fees, billing adjustments, and billable extras as line items. Once generated, invoices can be downloaded as PDFs, sent to funders by email or post, locked to prevent further changes, and exported to your accounting system.

How to generate invoices

Step 1 — Navigate to draft invoices

  1. Go to Operations > Draft invoices

  2. Select the Ready tab to see subscriptions that are ready to have invoices generated

Step 2 — Select a billing period and subscriptions

  1. Select the relevant billing period from the list

  2. Choose the subscriptions you want to include in this generation run — you can select individual subscriptions or use bulk selection

Step 3 — Generate the invoices

  1. Click Generate invoices

  2. Found will process the selected subscriptions and create invoice records

  3. A summary will display showing the total number of invoices generated and any subscriptions that were skipped (paused or with no billable items)

Note: Subscriptions with no billable items for the period will be skipped automatically. Paused subscriptions will also be excluded from generation.

Step 4 — Review the generated invoices

  1. Navigate to Operations > Invoices to view all invoices

  2. Use filters to narrow by location, billing period, funder, payment method, or delivery status

  3. Click into an individual invoice to review its line items, timeline, and details

Invoice line items

Each invoice can contain three types of line item:

  • Care fees — The core care fee contribution for the period

  • Billing adjustments — Corrections applied to the invoice, such as backdating adjustments, start/end date catch-ups, overpayments, and cancellations

  • Billable extras — Additional chargeable items configured as billable extra templates

Payment methods

The following payment methods can be assigned to an invoice: BACS, cash, cheque, direct debit, pending direct debit, and standing order.

To update the payment method on an existing invoice, open the invoice and select Edit from the actions menu.

Frequently asked questions

Q: Why were some subscriptions skipped during generation? A: Subscriptions are skipped for two reasons — either the subscription is paused, or there are no billable items for the selected billing period. The generation summary screen will show which subscriptions were skipped and the reason.

Q: Can I generate invoices for a single subscription rather than all subscriptions in a period? A: Yes. On the draft invoices screen, select individual subscriptions before clicking Generate invoices. You do not need to generate all subscriptions in a period at once.

Q: What is the difference between an individual invoice and a shared invoice? A: An individual invoice is created for each subscription separately. A shared invoice consolidates all subscriptions for the same funder and location into one invoice. The invoice structure is set at the billing contract level.

Q: Can I edit an invoice after it has been generated? A: Yes, as long as the invoice has not been locked. You can update the payment method and delivery method. Once locked, no further changes can be made unless the invoice is unlocked by a user with the lock/unlock permission.

Q: How do I resend an invoice email? A: Select the invoice from the invoices list, click Send email, choose your email template, and confirm. Each send is recorded on the invoice timeline regardless of whether the invoice was previously emailed.

Q: What happens if a funder does not have an email address when I try to bulk send? A: Found validates all recipient email addresses before sending. Any invoices with missing or invalid email addresses will be flagged in the validation step, and those invoices will not be sent until a valid address is added.

Q: Can I download multiple invoices at once? A: Yes. Select multiple invoices from the invoices list and use the Bulk download option. Found will generate PDFs for all selected invoices.

Q: What is a credit note and how does it relate to an invoice? A: Credit notes share the same invoice prefix system but use a separate credit note prefix sequence. They are generated when a net negative adjustment results in a credit rather than a charge.

Q: How do I know if an invoice has been exported to my accounting system? A: Exported invoices display an export timestamp. You can also filter the invoices list by export status to see which invoices have or have not been exported.

Q: Where do I configure invoice branding such as the company logo and bank details? A: Go to Settings > Billing > Invoice branding. You can configure the logo, address, bank details, and VAT number that appear on all generated PDFs.

Q: Who can generate, send, lock, and export invoices? A: Each of these actions is controlled by a separate permission under the Invoicing section. Your workspace administrator assigns these permissions to user roles. The available permissions are: generate invoices, add to invoices, download and send invoices, bulk download and send invoices, lock/unlock, and export invoices.