Setting up billable end date logic

6 minutes read

What are billable end dates?

A billable end date refers to the final day a fee payer will be contributing to a resident’s booking. This data point is displayed during the finalisation process of either a booking or fee payer, and can be reviewed, adjusted, or manually overridden as needed.

To help automate billing workflows, you can set billable end date logic to extend or shorten a fee payer's contribution beyond a resident’s departure, such as billing for additional days following a resident’s death.

You can configure these rules at two levels:

• Company Fee Payers: Set rules per individual company fee payer.
• Private Fee Payers: Set rules globally across all private fee payers.

Use Case Example

Scenario: Rosemary, a resident at Lottie Care Home, sadly passes away. The resident was local authority funded, and the local authority continues to pay for 3 days following a resident's death, to cover administrative handover.

Configuration: The care home has applied a rule to Rosemary’s local authority fee payer profile that continues billing for 3 days after the closure reason Deceased is selected.

Outcome: When the booking is closed and the closure reason “Deceased” is selected, the billable end date is automatically set to 3 days after the resident’s date of death. This ensures the local authority is billed accurately without requiring manual adjustments. The corresponding billing contract will cover three additional days, and when going through the finalisation process, the billable end date for the local authority will be three days after the contract end date. 

How to create billable end date rules

Company Fee Payers

1. Go to the Billing tab in the sidebar.
2. Select the Company Fee Payer tab.
3. Choose the relevant company fee payer, or create a new one if it doesn't already exist.
4. Click Edit to open the configuration view.
5. Scroll to the Billable End Date section. 
   1. By default, the billable end date matches the booking’s contract end date.
6. Choose one of the following options:
   1. Continue after booking contract end date – if billing should continue X days after the resident’s booking ends.
   2. Stops before booking contract end date – if billing should end X days before the booking ends.
7. If either of these options is selected, enter the number of days and choose the applicable Closure Reasons (e.g. select Deceased if this logic applies to days after death billing).
8. Click Save & Close to apply your changes.

Once saved, the product will automatically calculate the billable end date based on the logic you've configured. This value can still be manually overridden during the finalisation process if needed.

Private fee payers

1. Go to the Settings & Tools tab in the sidebar
2. Select Billing Settings 
3. Select Private Fee Payer Billable End Dates
   1. By default, the billable end date matches the booking’s contract end date.
4. Choose one of the following options:
   1. Continue after booking contract end date – if billing should continue X days after the resident’s booking ends.
   2. Stops before booking contract end date – if billing should end X days before the booking ends.
5. If either of these options is selected, enter the number of days and choose the applicable Closure Reasons (e.g. select Deceased if this logic applies to days after death billing).
6. Click Save Changes to apply your changes.

Key notes

• Billable end date logic helps automate billing processes and automatically calculates the number of days that should be added or removed when closing a booking for a specific fee payer 
• The calculated billable end date is still editable during the finalisation of a booking or fee payer.
• Billable end date logic helps reduce manual billing errors and ensures alignment with funding agreements.