Creating an invoice schedule

6 minute read

Invoice schedules can be created for any type of fee payer—including private, local authorities, NHS Trusts, and Funded Nursing Care. However, they are best suited for private fee payers. For company fee payers, we recommend using billing contracts, as these can be managed at a location level through the company fee payer profile. This approach simplifies contract management and ensures that any changes are applied consistently.

Creating an invoice schedule is a three-step process that can be managed directly from the resident profile. Before you begin, ensure that a fee payer profile has been created and linked to the 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. Choose whether to:
   1. Create a New Schedule, or
   2. Use a Invoice Schedule Templates (recommended if you’d like to streamline the process using a pre-configured template).

New schedule creation

If you choose to create a new schedule, you’ll complete a single-step form that updates dynamically as you go.

1. Schedule cycle – Set how often this invoice schedule should repeat by selecting a frequency and start date.
2. Billing cycle – Define the billing period that will be covered when the schedule runs and the financial document is generated. The billing period is determined by the selected billing period start date and the automatically calculated billing period end date.
3. Schedule end - Define the end conditions for this invoice schedule
4. Set document details - Define the key dates that will appear on the financial document each time the schedule is run and the financial document is generated.
5. Review and Create – Check all information before creating the invoice schedule.

Step 1 - Schedule cycle

Frequency - The schedule cycle refers to how regularly the schedule should repeat

Step 2 - Billing cycle

Billing cycle - The repeat billing cycle that will be covered for the care fee period when the schedule runs and the financial document is generated

Step 3 - Schedule end

End date - This will be the date the invoice schedule ends. You are able to choose between one of three options: 

• When the booking is closed -  Recommended for most invoice schedules by Team Found. Select this option to allow the invoice to schedule up until the resident's booking ends. 
• On a specific date - Fixed End Date: Define a specific end date. Once surpassed, the invoice schedule status will change from Active to Stopped and no further invoices will be generated 
• After a number of occurrences - Define a number of billing cycles the schedule will run for. Once surpassed, the invoice schedule status will change from Active to Stopped, and no further invoices will be generated 

Step 4 - Set document details

Invoice date - 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.

Due date - This date will appear on the financial document page within the product and on the corresponding PDF. By default, it will be 0 days. You can edit the due date at an individual level after the document is created if needed.

Payment collection date - This option will only show if the payment method has been selected as direct debit. 

This date will appear on the financial document page within the product and on the corresponding PDF. By default, it will be 0 days. You can edit the payment collection date at an individual level after the document is created if needed.

Step 5 - Review and confirm

After creating the schedule, if the configuration meets the requirements, click "Confirm and Create Schedule".

If any changes are needed, you can start over.

Once the invoice schedule is confirmed and created, you can view the next generated invoice within the upcoming invoices and credit notes table.