How to raise ad hoc invoices

3 minute read

It's sometimes necessary to raise ad hoc invoices for items such as a deposit or other less common things which may need to be billed. This can be done with a few simple steps.

This article describes how to generate an ad hoc invoice using CareHQ.

Good to know

There are a few ways of raising invoices in CareHQ, depending on the item to be invoiced. You may also wish to read about raising care invoices and the invoice run, or how to raise invoices for resident / service user expenses.

How to raise an ad hoc invoice

To raise an ad hoc invoice, follow the steps below:

  • From the main navigation select Service users, then select the appropriate service user.
  • Select the Billing tab from the top of the page.
  • Select the New action from the top of the page, then New invoice.
  • Select To and then the appropriate recipient, and set an Issue date and a Due date.
    • Other fields are set automatically but can be updated if required.
    • Optionally, a Reference can be added for the invoice.
    • In the top left, you can also select to mark the invoice as a Deposit if appropriate.
  • When you select a line in the Item/Description column some default options are presented, but you can also type to enter your own item description.
  • Select the appropriate income Account (if not correct by default) and Tax rate for each line item.
  • When all line items have been added, you may Save as draft or Approve the invoice to complete the process.
Good to know

While editing an invoice, there are a few options to help you create the ideal layout. Select Add new line if necessary to add an extra row, or select the x icon at the end of a line to remove it if not needed. Rows can also be reordered by grabbing the dot pattern at the beginning of a line to drag and drop that line into a new position.

Updating a draft invoice

If saved as draft, an invoice can be updated by following these steps:

  • Either return to the Billing tab for the service user, or select Invoices from the main navigation menu then the Draft tab at the top of the page.
  • Select the invoice to view it, from where you can choose to Update if needed.
    • The mark as Deposit option can be selected if necessary.
  • Select Approved if all is correct.

When an invoice has been approved, it can then be sent by email or post.

  • All users