Raising care invoices and the invoice run

A care invoice can be raised at any time, for example you may need to generate an invoice at the point a new billing contract has been added. You can also use the invoice run, which is the main way to generate multiple invoices periodically in CareHQ.

This article covers how to raise an ad hoc care invoice, and how to use the invoice run to generate multiple or all invoices for a home, for the current period.

How to raise an invoice at the point a contract is added

This method of raising an invoice is done at the point a new billing contract is added.

• From the main navigation select Service users, then select the appropriate service user.
• Select the Billing tab from the top of the page.
  • Add one or more billing contracts if necessary. To learn more, see How to add a billing contract.
• Select the appropriate contract from the Billing contracts section.
• Select the Billing action from the top of the page, then Invoice outstanding.
• In the Invoice section, select Invoice to and then select the most suitable billing period.
  • You may also select the Issue date to change it for the invoice if necessary.

An invoice Preview will be displayed, based on the Invoice to selection made. You can still update the setting if needed.

• Review the invoice preview line items and total. If you're happy, select Generate invoice.
• If the resident has split funding/billing parties, the process can be repeated for another contract from the service user's Billing tab.

Using the invoice run to generate invoices

The Invoice run is the main way to generate multiple invoices for the current period within CareHQ, and is run per home/care location.

To use the Invoice run, follow the steps below:

• Select Invoices from the main navigation menu, then select the Invoice run action from the top of the page.
• Select Location and then the name of the home you wish to raise invoices for, before selecting Next.
• Set the Start date and End date to define the period to be covered by this invoice run, which will include any billing calendars that fall within the date range. Select Next.

IMPORTANT: The date range selected (period) allows CareHQ to find any billing calendars and associated billing contracts which should be run within the period. You can select more than one month at a time.

A preview of invoices due for issue within the selected date range will be displayed, divided into sections with council funding and ICBs at the top, followed by invoices for individual residents and/or their key contacts.

Each section heading names the billing party, followed by the billing date and period covered, and the name(s) of the service user(s) the billed care relates to.

• Check the line items in each section to ensure they are all as you would expect.
  • If any line appears in red, this indicates a billing discrepancy on the service user account. A discrepancy is caused when the value of contributing contracts does not match the resident's current booking rate, and must be resolved to allow an invoice to be raised. In this case, select the red line item to open Billing for the service user in a new browser tab.
  • Update one or more billing contracts to resolve the discrepancy, then return to the Invoice run tab in your browser and refresh the page to check that the billing discrepancy (red line item) has been cleared.
• If all lines in the invoice run preview look correct, you can choose some or all invoices to be generated:
  • Select the tick box to the right of a service user name to highlight that invoice,
  • Select the tick box to the right of a section name to automatically highlight all invoices in that section,
  • Or tick the Select all invoices box to highlight all invoices for generation.
• Select the Generate invoices button at the bottom of the page to raise the selected invoices.