Consolidating billable extras

2 minute read

To optimise the presentation of financial documents, particularly when printing, you can consolidate identical billable extras into a single line item. This setting is useful for Care Homes that produce a high volume of invoices and wish to reduce the number of printed pages per document.

Consolidating billable extras does not impact the underlying financial data or how the line items are exported; it is purely a visual adjustment to the PDF version of the financial document.

What consolidating billable extras does

When enabled, this feature groups identical billable extras attached to the same financial document—provided they share the same name and cost—into a single line item on the PDF output. 

This reduces the number of individual lines shown and shortens the overall document.

Example Scenario

A resident has been charged for the same billable extra (e.g. “Hairdressing”) three times during the billing period on:

05/06/2025

08/06/2025

11/06/2025

Instead of appearing as three separate line items on the PDF, these will be grouped into a single line item:

Hairdressing – 05/06/2025, 08/06/2025 & 11/06/2025

With the quantity column showing 3, and the total price reflecting the combined charges.

1. How to enable billable extra consolidation

2. Navigate to the Invoices & Accounts dashboard.

3. Select the appropriate location.

4. Click on the Billable Extras tile.

5. Click Manage Billable Extras.

6. Locate the billable extra you want to consolidate.

7. Click the three-dot menu and select Edit.

8. Toggle on the setting:

   1. "Merge multiple billable extras into a single line item on the PDF".

Once enabled, this setting applies to all instances of that specific billable extra across financial documents at the selected location.

How consolidated billable extras appear

On financial document PDFs:

• Identical billable extras with matching names and prices will be merged.

• The Quantity column will reflect the total number of instances.

• The Description field will include a list of all relevant purchase dates.

In line item exports:

• Each billable extra will still be exported as an individual line item.

• No consolidation will occur in the exported data.

• All charges and dates will remain distinct, ensuring complete financial transparency and traceability.