Generating a booking invoice

3 minutes read

Found allows you to manually generate booking invoices that reflect the details of a resident’s booking over a defined period, including associated fee payers, charges, and payment terms. This is ideal when you need to quickly raise a one-off invoice without configuring a billing contract or invoice schedule.

What is a booking invoice?

A booking invoice is a one-off invoice generated for one or more fee payers associated with a resident’s booking. It covers a specified booking period start and booking period end date.

This is especially useful when:

• You need to invoice quickly without creating an invoice schedule or billing contract.
• The resident has a short stay or ad-hoc arrangement.
• You want to manually invoice for a previous or future booking period.

How to create a booking invoice 

1. Navigate to the Resident Profile.
2. Go to the Billing tab.
3. Click the Invoices & Credit Notes tab.
4. Select Generate → Booking Invoice.
5. Choose the relevant Booking and click Continue.
   1. By default, the current booking is pre-selected.
   2. If generating an invoice for a past or future booking, choose from the drop-down.
6. Define the Booking Period Start Date and End Date.
   1. The date picker restricts dates outside the resident’s booking period.
7. Set the Invoice Date.
   1. Defaults to today, but you can change it (e.g. first of next month).
8. Confirm the Fee Payers you want to create booking invoices for
   1. All fee payers associated with the booking are included by default.
   2. Toggle off any you don't want invoices generated for.
9. Define the Due Date, then click Continue.
10. Review the invoice summary and confirm everything is correct.
11. Click Generate Invoices.

Once generated, the invoices will be immediately viewable and also accessible within the Invoices and Credit Notes table via both the resident profile and the invoices and accounts dashboard. 

How are booking invoices calculated?

Booking invoices are based on the daily rate for each fee payer, multiplied by the number of days within the selected booking period.

• The daily rate is determined by the fee payer’s contribution history during that time.
• If a contribution changes mid-period, the system calculates a prorated split based on the dates.

Please note that the calculations are performed using up to four decimal places for accuracy. The final value is then rounded to the nearest penny, displaying two decimal places within the product. 

How to add additional line items to booking invoices

Once a booking invoice has been created, you can add extra line items, including:

• Billable Extras
• Adjustments
• One-to-One Care

This allows for updates to reflect any additional charges that have an incomplete status and need to be included before issuing the invoice to the fee payer. Steps to Add Line Items:

1. Navigate to the Invoice
2. Click the Add button
3. Choose the line item type - from the dropdown menu, select the type of item you’d like to add

Important: Once a financial document has been exported from Found, the Add button will be locked. No further changes can be made to the invoice after export.