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Billing contracts can be created and managed for associated fee payers, including Local Authorities, NHS Trusts, and Funded Nursing Care at a Company Fee Payer level. This document will guide you through the process of setting up a billing contract.
Important: Before creating the billing contract, ensure that all associated residents have the correct fee payer linked to their resident profile for the appropriate booking. This will ensure you can easily add the relevant residents to the relevant billing contract.
Step 1 - Creating a new contract
To create a new billing contract, you must first set up a company fee payer. Once the company fee payer has been created, go to the Billing Contract tab within the Company Fee Payer profile and select "New Contract." From there, you will be required to follow a four-step process.
Step 2 - Setting up a billing contract
Contract Name - This is for internal use only and will not be presented on any financial documents. Team Found recommends selecting a name that clearly identifies the billing contract making it easier for the wider team to identify. This name will be displayed when associating the billing contract with a resident profile via the fee-payer side panel.
Location - Billing contracts are currently managed on a per-location basis, requiring you to select a specific location to associate with the contract. If a fee payer is associated with multiple locations, a separate billing contract must be created for each location.
Please note in the future, the Found product will allow for more flexibility, enabling you to assign one or many locations to a billing contract. Your account manager will be able to keep you updated.
Repeats - The repeats schedule refers to the care fee period that will be covered by the billing contract.
| Schedule | Logic |
| Weekly | The care fee period will be covered on a weekly basis. You will be required to select a specific day of the week for the schedule to run (Monday–Sunday). |
| Fortnightly | The care fee period will be covered on a fortnightly basis. You will be required to select a specific day of the week for the schedule to run (Monday–Sunday). |
| Monthly | The care fee period will be covered on a monthly basis. You will be required to select a specific day of the month for the schedule to run (1st–31st). If the selected day does not appear every month (e.g. 29th–31st), the schedule will run on the last day of that month. |
| Custom - Every X | The care fee period will be covered on a custom basis unique to the billing contract. You will be required to define a custom period for the schedule to run, such as every 28 days. |
Start Date - This will be the date the first invoice(s) will be generated for the billing contract. The start date selected can be a date in the past, present, or future.
If a past date is selected and residents are added during step 3 of the 4-step process, retrospective invoices will automatically generate upon the billing contract creation to cover the period between the scheduled start date and the next upcoming invoice.
End Date - This will be the date the billing contract ends, you are able to choose between one of two options:
- On a specific date - Fixed End Date: Define a specific end date. Once surpassed, the billing contract status will change from Open to Closed and no further invoices will be generated and no additional residents can be added to the contract.
- Continue indefinitely - Open-Ended: Recommended for most billing contracts by Team Found. Select this option to allow the contract to continue indefinitely.
Invoice Type - This refers to whether the billing contract covers days in advance or days in arrears from the billing contract start date, you are able to choose between one of two options:
- Arrears
- Advance
Step 3 - Invoice set up
Invoice Presentation - This determines how invoices will be generated and how resident data will be included. You can choose between two options:
- Shared Invoice: If the fee payer requires a single financial document listing all residents' care fees, select this option. It is recommended to consult with your account manager before proceeding to understand how the invoice will be formatted and presented.
- Individual Invoices: Recommended by Team Found for most billing contracts. Select this option if you want one invoice document for each resident's care fees associated with the billing contract.
Payment Method - The payment method will default to the one set at the Company Fee Payer level, but you can adjust it if the billing contract requires a different method. The available options are:
- Direct Debit
- Bacs
- Standing Order
- Account
- Cheque
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.
| Options | Logic |
| Day of Creation | The date the document is scheduled to be created will appear as the invoice date on the financial document. |
| Billing Period Start Date | The date marking the start of the first billing period day for the associated care fee period. |
| Billing Period End Date | The date marking the end of the last billing period day for the associated care fee period. |
| Rolling Monthly | When selecting this option, you will be presented with two additional options:
This can be altered during a billing contract cycle to cover for additional periods. Please consult with your account manager for further information. |
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.
| Options | Logic |
| Number of Days After Invoice Date | When selecting this option, you will be presented with one additional option:
|
| Billing Period Start Date | The date marking the start of the first billing period for the associated care fee period. |
| Billing Period End Date | The date marking the end of the last billing period for the associated care fee period. |
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.
| Options | Logic |
Number of Days After Invoice Date | When selecting this option, you will be presented with one additional option:
|
Billing Period Start Date | The date marking the start of the first billing period for the associated care fee period. |
Billing Period End Date | The date marking the end of the last billing period for the associated care fee period. |
Step 4 - Add residents
Once you’ve configured the billing contract schedule, you can choose which residents to include in the billing contract. Only residents with an associated company fee payer will be available for selection. You can add or remove residents after the contract has been created.
Please note that selecting a past scheduled start date will result in the billing contract generating invoices immediately upon creation. Additionally, you won’t be able to retroactively add residents to the billing contract for the associated care fee period without adding extra care fees to the next generated invoice.
Step 5 - Review and confirm
After selecting the residents, review the billing contract. If the configuration meets the requirements, click "Confirm and Create."
If any changes are needed, you can start over.
Once the billing contract is confirmed and created, the corresponding invoices will be generated and displayed if the contract is set to generate invoices.
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