Sending invoices by email or post
Once an invoice has been raised and approved, it can be sent to the relevant billing party. This can be done by email or traditional post, and both methods can be managed via CareHQ.
This article covers the sending of invoices via email directly from CareHQ, or post (where PDF documents can be provided to a service that handles printing and posting).
This article explains how to manually send invoices. However, most clients choose to have CareHQ automatically send invoices both by email and post, based on a schedule configured individually for each client. CareHQ can also automatically send invoice reminders and Direct Debit notifications by email and post. If you would like to enable automatic sending of invoices please contact our support team at support@crmhq.co.uk.
Sending invoices by email
Invoices can be emailed to the related billing party following the invoice run or at any time as required.
How to email invoices after the invoice run
To email invoices that have been raised as a result of the invoice run, follow the steps below:
- Select Invoices from the main navigation.
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Select the Filter, then:
- Start typing and then select a Location if you wish to send invoices for a specific care home.
- Ensure the Status of Approved is selected.
- Set Send by to Email to narrow the list to invoices which are marked to be sent by email.
- Set Sent to Not sent to filter out any invoices which have already been sent.
- Select the Update button on the filter to update the list according to your chosen settings.
- Hold the Ctrl key and click on every invoice in turn to open each in a new browser tab.
- View an invoice (browser tab) and then select the Send by email action from the top of the page. The tab can then be closed.
- Repeat the above step for each open tab, until all currently outstanding invoices have been sent.
When viewing the Invoices list, for invoices which are currently Not sent, the Sent status column also includes the billing party's sending preference so you can see at a glance whether an invoice should be sent by email or post.
Similar to when approving invoices, holding the Ctrl key or using the Middle mouse button when selecting invoices to open each in a new browser tab can make the process of sending by email much quicker and easier to manage. Each tab can be closed after emailing, with no need to use the back button in your browser or to update the invoice list more than once.
How to email an invoice
Outside of the invoice run, you can also email an invoice to the related billing party at any time:
- Select Invoices from the main navigation.
- The invoice should be near the top of the Invoices list if it was recently raised, but you can also use the Search or Filter to find it if necessary.
- Select the invoice you wish to send, then select the Send by email action from the top of the page.
When you have selected to Send by email, the invoice will automatically be marked as Sent by CareHQ.
Sending invoices by post
Invoices can be posted following the invoice run or at any time as required.
Sending multiple invoices by post
You can download all invoices which require posting at once by following these steps:
- Select Invoices from the main navigation.
-
Select the Filter, then:
- Start typing and then select a Location if you wish to send invoices for a specific care home.
- Ensure the Status of Approved is selected.
- Set Send by to Post to narrow the list to invoices which are marked to be sent by post.
- Set Sent to Not sent to filter out any invoices which have already been sent.
- Select the Update button on the filter to update the list according to your chosen settings.
- Select the Export action from the top of the page, then Download as PDF.
- A ZIP file will be downloaded containing all the invoices as PDF documents, based on your filter settings. These invoice documents should be printed and posted in the usual way for your organisation.
- Hold the Ctrl key and click on every invoice in the filtered list to open each in a new browser tab.
- View an invoice (browser tab) and then select the Sent tick box to show that the invoice has been posted. The tab can then be closed.
- Repeat the above step for each open tab, until all postal invoices have been marked as sent.
How to send an invoice by post
Follow these steps to send an invoice by post:
- Select Invoices from the main navigation.
- The invoice should be near the top of the Invoices list if it was recently raised, but you can also use the Search or Filter to find it if necessary.
- Select the invoice you wish to send, then select the Download PDF action from the top of the screen.
- The invoice PDF document should be printed and posted in the usual way for your organisation.
- When the invoice has been posted, select the Sent tick box.