Pausing a billing contract

3 minute read

Sometimes it's useful to be able to pause a resident's billing temporarily, for example if a weekly fee is under review or if payment is pending the sale of an asset. In CareHQ, this is done by pausing the relevant billing contract. While a contract is paused, no new invoices will be generated against it.

This article covers how to pause or resume a billing contract, how to access a report detailing any currently paused contracts on the account, and how to use the Invoice outstanding feature to raise any invoices which are yet to be generated for the period of a pause.

How to pause a billing contract

To pause a billing contract for any resident, follow the steps below:

Select Service users from the primary navigation, then search for and select the resident the billing contract is related to.
Select the Billing tab, then under Billing contracts, select the contract to be paused.
On the Update contract page, select the Billing action (top right) before selecting Pause billing.
Type a note to explain the reason for the pause in the field provided, then select the Pause button.

Good to know

When a billing contract has been paused, related details and a Resume option are displayed within a purple notification bar at the top of the page for the contract in question, and a purple Paused tag will show next to the contract under the Billing tab for the resident.

The Paused billing contracts report

When one or more billing contracts are paused, the Paused billing contracts report will provide details of all currently paused billing contracts including summary figures and direct links to each paused contract.

To access the Paused billing contracts report, either:

Select Reports from the primary navigation, then under Finance select Paused billing contracts.
On the Invoice run page for a location, select View paused contracts just above the invoice list.

How to resume a paused billing contract

To reinstate a paused billing contract, follow the steps below:

Select Service users from the primary navigation, then search for and select the resident the billing contract is related to.
Select the Billing tab, then under Billing contracts, select the contract to be resumed.
Select Resume from the notification bar at the top of the page.

Good to know

When a billing contract has been resumed, it is highly recommended to use the Invoice outstanding action on the now reinstated contract to raise any invoices which are yet to be generated for the period of the pause.

Generate outstanding invoices following a billing contract pause

If a billing contract has been paused for a time and then resumed, the best way to generate any invoices not yet raised for the paused period is to use the Invoice outstanding action.

To use Invoice outstanding, follow the steps below:

Select the Billing tab for the appropriate resident and then select the contract which has been resumed.
At the top of the page, select the Billing action before selecting Invoice outstanding.
From the Invoice section, select Invoice to and then select Current billing period.
Review the invoice preview to ensure that the details are correct.
If you're happy, select the Generate invoice button.

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