Creating a private fee payer

4 minutes read

Found separates its fee payers into two main categories: private fee payers and company fee payers. This guide outlines the steps for creating a private fee payer.

A private fee payer can be added via a resident’s profile at the individual booking level. For each booking, a corresponding fee payer or fee payers must be created to ensure the weekly contribution aligns with the weekly fee, and correct invoicing can take place. 

When setting up a private fee payer, fields can be configured as mandatory or optional at the company level by users with full access to the billing module. This helps ensure consistent and accurate data capture when a fee payer is added. 

How to add a private fee payer?

1. Navigate to a Resident’s Profile
2. Click “Billing” tab
3. Click on the “Fee Payers” tab and make sure you’re on the right booking
4. Select “Add Fee Payer”
5. Select “Add Private Fee Payer”

Here’s a breakdown of the fields you’ll need to complete when adding a Private Fee Payer:

1. Self Funder

• Options: Yes / No
• Definition:
• Yes: The resident is funding their own care.
• No: A family member or friend is the payer and is funding the care

2. Fee Payer ID

• Type: Auto-populated (e.g. FP-001)
• Definition: A unique system-generated identifier for the fee payer created following the creation of the private fee payer

3. Fee Payer Reference 

• Type: Free text
• Definition: A custom identifier you can assign to the fee payer.
• Note: Validation is built into prevent duplicate references and a warning will be associated with the fee payer's profile following its creation.

4. Full Name or Organisation

• Type: Free text
• Definition: The name that appears on the financial documents (above the address block) and is associated with the fee payer's profile.

5. Email Address

• Type: Free text, which includes email format validation, which prevents incorrect emails from being populated. 
• Required: Mandatory if the preferred invoice delivery method is email
• Usage: The email address populated will be used to send invoices or other financial documents.

6. Landline

• Type: Free text
• Definition: Optional contact number field.

7. Mobile

• Type: Free text
• Definition: Optional contact number field.

8. Address Fields

• Type: Free text
• These fields form the address block on invoices:
• Address Line 1 (Required)
• Address Line 2 (Optional)
• Town/City (Required)
• County (Required)
• Postcode (Required)

9. Care Fee Nominal Code

• Type: Drop-down - managed at a company level via the Care Fee Nominal Code settings page
• Definition: Choose the nominal code that applies to this booking’s care fees.

10. Fee Contribution

• Type: Numeric (£0 or higher)
• Definition: The weekly amount this fee payer is contributing towards the booking

11. Solely Liable for Billable Extras

• Type: Checkbox
• Definition: Tick this if this fee payer is responsible for all billable extras.
• Note: Only one fee payer per booking can be marked as solely liable.

12. Preferred Invoice Delivery Method

• Options:
  • Email
  • Post
  • Does Not Receive
• Definition: Dictates how financial documents will be sent to fee payers

13. Payment Method

• Options:
  • Direct Debit
  • BACs
  • Standing Order
  • Account
  • Cheque
• Definition: Specifies how the fee payer intends to pay the financial document.
• Note: If Direct Debit is selected, financial documents will include a line detailing payment timing.

14. Default Invoice Collection Date

• Type: Numeric
• Availability: Only visible and available for selection when Payment Method = Direct Debit
• Definition: Sets rules for the payment collection date displayed on financial documents.
• Please note it can be adjusted when creating a booking invoice or invoice schedule.

15. Default Invoice Due Date (From Issue of Invoice)

• Type: Numeric
• Definition: Defines the number of days after invoice issue when the payment is due.
• Please note this can also be updated during invoice or schedule creation.

16. Tax Exempt

• Type: Checkbox
• Definition: Used purely for reporting purposes.
• Default: Ticked

17. Anonymised Invoices

• Type: Checkbox
• Definition: If selected, all identifiable resident data will be excluded from the invoice.
• Default: Unticked

Tips for Success

• Mandatory vs Optional Fields: A number of fields can be configured as mandatory or optional at the company level — the configuring of these fields can ensure you and your team are collecting the right data points to avoid errors.
• Accurate Contact Details: Always double-check email and address fields to ensure the successful delivery of financial documents.
• Keep Data Clean: Use clear and consistent formatting for names and references, and update when there are changes to the fee payer's profile and you’re notified about it.