Adding billable extras
Last updated: June 4, 2026
Overview
Billable extras are additional charges that can be recorded against a booking and included on an invoice. They allow your organisation to track and bill for expenses beyond standard care fees — such as personal items, activities, or other incidentals.
Billable extras are part of the Pro billing module and must be enabled for your workspace before they are visible.
Each billable extra is linked to a booking and assigned an expense type, which controls how tax is calculated. Once a billable extra has been invoiced, its status updates automatically and it can no longer be edited.
Billable extra statuses
Status | Meaning |
Pending | Added but not yet scheduled or invoiced |
Scheduled | Linked to an active billing subscription and will be collected on the next invoice run |
Complete | Has been invoiced |
Credited | Has been refunded |
How to add a billable extra
Adding a single billable extra
Navigate to the relevant booking.
Open the Funding tab.
Select Billable extras.
Click Add billable extra.
Complete the form:
Expense type – Select the category that applies. This determines how tax is calculated.
Price – Enter the amount in pounds.
Purchase date – Enter the date the expense was incurred.
Reference (optional) – Add an invoice or receipt number for your records.
Note (optional) – Add any additional context (up to 5,000 characters).
Click Save.
The extra will appear in the billable extras list with a status of Pending or Scheduled, depending on whether a billing subscription is set up to collect it.
Adding multiple billable extras at once
You can add several extras in one session using the same Add billable extra sheet — complete the form for the first item, then add another row before saving.
Uploading billable extras in bulk
From the Billable extras section, click Upload.
Prepare your file in the required format and upload it.
Review the preview and confirm.
Frequently asked questions
Q: Can I add a billable extra to any booking? A: Yes, as long as the booking is accessible to you based on your location permissions and the booking is not locked.
Q: What is an expense type? A: An expense type is a category that defines what the extra relates to and how tax should be applied. Expense types are configured by admins and determine whether VAT is charged and at what rate.
Q: What happens to a billable extra when it is invoiced? A: Its status changes to Complete and it can no longer be edited. It becomes a line item on the invoice.
Q: Can I add a billable extra that has already been paid for outside Found? A: Yes. Use the reference field to record the external invoice or receipt number, and set the purchase date to when the expense was incurred.
Q: What does "Scheduled" mean? A: It means the extra is linked to an active billing subscription that is set to collect billable extras. It will be included automatically on the next invoice generated by that subscription.
Q: Can staff members add billable extras? A: No. Staff members can view billable extras but cannot create, edit, or delete them. You will need a Manager or Admin role to make changes.
Q: Can I refund a billable extra that has not been invoiced yet? A: No. Only extras with a status of Complete (already invoiced) can be refunded. If an extra has not been invoiced, you can delete it instead.
Q: Can I attach supporting documents to a billable extra? A: Yes. You can attach files such as receipts or supplier invoices directly to a billable extra when adding or editing it.
Q: What happens if I enter the wrong price? A: If the extra has not yet been invoiced, you can edit it and correct the price. Once invoiced, you will need to raise a refund and add a new correct extra.
Q: Can multiple billable extras appear on the same invoice line? A: Depending on how your expense types are configured, extras of the same type for the same booking may be consolidated into a single line item on the invoice.