Creating an invoice schedule template

3 minute read

In Found, invoice schedule templates act as reusable template that make it easier to create invoice schedules for fee payers. They save time, reduce manual effort, and ensure consistency across locations and billing setups.

Following these steps to create a invoice schedule templates

1. Navigate to the Settings & Tools
2. Select Billing Settings 
3. Select invoice schedule template
4. Click create invoice schedule template
5. Define a schedule template name and click Continue
   1. It’s suggested that the template name is clear and easy to identify what the logic is associated with the schedule 
6. Select the repeating logic 
   1. The repeat schedule refers to the care fee period (billing period start date and billing period end date) that will be covered by the invoice schedule.
7. Select the ending logic 
   1. This will be the logic behind when the invoice schedule ends. You are able to choose between one of two options: when the booking is closed, and after a number of occurrences
8. Select the invoice type logic 
   1. This refers to whether the invoice schedule covers days in advance or days in arrears from the invoice schedule start date, or if it’s a billable extra-only schedule. You are able to choose between one of three options: arrears, advance, or billable extras only 
9. Click Continue 
10. Select the Issue Date
    1. This date will appear on the financial document page within the product and on the corresponding PDF. You can edit the invoice date at an individual level after the document is created if needed.
11. Select the Due Date
    1. This date will appear on the financial document page within the product and on the corresponding PDF. You can edit the due date at an individual level after the document is created if needed.
12. Select the Payment Collection Date  
    1. This date will appear on the financial document page within the product and on the corresponding PDF. You can edit the payment collection date at an individual level after the document is created if needed.
    2. Important to note that when setting up a invoice schedule template for a Fee Payer, this field will be populated if the Payment Method is Direct Debit. Otherwise, it will be ignored.
13. Click Continue 
14. Review the invoice schedule template logic, if happy, click Confirm

Following the creation of the invoice schedule template, it will now be ready to associate with resident profiles and configure for fee payers. 

Attaching an invoice schedule template to a resident profile 

1. Navigate to the Resident Profile.
2. Go to the Billing tab.
3. Click the Schedules & Contracts tab
4. Click Create Invoice Schedule.
5. Select the Booking:
   1. If the resident has multiple bookings, choose the relevant one, typically the most recent.
6. Select the Fee Payer:
   1. If the selected fee payer already has an active schedule, a warning will appear indicating a potential conflict.
7. Click Continue.
8. Select invoice schedule template
9. Select the invoice schedule template
10. Populate the required fields 
11. Review the invoice schedule template logic, if happy click Confirm & Create Schedule  

You have now successfully set up and applied a invoice schedule template for your fee payer.