How to import service user expenses

If you need to add expenses for multiple residents / service users at a care home location, this can be done by bulk importing the expense details into CareHQ in CSV format.

This article covers how to set up and import a CSV file of resident / service user expenses for a care location.

How to set up and import an expenses CSV file

The best way to prepare a CSV file of resident expenses is to download a template from CareHQ. Follow these steps:

• Select Ledgers, then select the Service user balances tab from the top of the page.
• Select the Import CSV action (top right), and then select Download template.
• Extract the zipped folder and open the extracted folder to access two files; base_template.csv and documentation.csv.
• Open base_template.csv and use this as the basis for your expenses import.
• Open documentation.csv to act as a reference for the expected content of each column, summarised here:
  • SERVICE_USER: enter the appropriate service user account code, as displayed in the Identifiers section on the Details tab of any resident / service user record.
  • TRANSACTION_DATE: enter in YYYY-MM-DD or DD/MM/YYYY format.
  • PAID_BY: enter the name of the person who initially paid for the expense item.
  • TYPE: enter credit or debit. If invoicing is enabled at the location, the type must always be set to debit.
  • AMOUNT: enter the price of the item in pounds and pence, figure only, no symbols or other characters.
  • RECIPIENT: optionally, enter the business which provided/sold the service or product purchased.
  • EXPENSE_CATEGORY: enter one of the expense categories that have been set up for your CareHQ account. This may be something like Toiletries, Entertainment, Health & beauty etc. An Account owner user can confirm the full list of expense category options - see Good to Know, below.
  • DESCRIPTION: optionally, enter a brief description of the expense item, for example Newspaper, Haircut, Book etc.
• Complete your expenses import CSV file with the above details, one row per item. If a resident has more than one expense to be added, include multiple rows with the same account code in the SERVICE_USER column.
• When the import file is complete, save it in CSV format and return to the Service user balances tab as described in the first step above.
• Select Import CSV then select Upload CSV file... and find the file on your computer.
• Upload the file, then select Import.

The Expenses tab for each of the included resident / service user records will then show the imported details.