Creating a pro-forma invoice

3 minute read

The pro-forma Invoice feature in Found has been designed to support care homes in producing accurate, preliminary invoices for respite bookings. This allows you to confirm expected care fees with Fee Payers ahead of formal invoicing, providing greater clarity and flexibility.

Pro-forma invoices are especially useful when confirming short-term or temporary funding arrangements before a full billing cycle is established.

Overview

Pro-forma invoices allow care homes to:

• Generate a preview invoice ahead of formal invoicing
• Confirm funding arrangements for respite residents
• Communicate expected contributions clearly with Fee Payers

The process consists of five steps, detailed below.

Step 1: Select or create a fee payer

When initiating a pro-forma invoice, you will be prompted to either:

• Select an existing fee payer already linked to the resident, or
• Create a new private fee payer if one does not yet exist

Note: For pro-forma invoicing, do not create the fee payer using the fee payers tab in the resident’s profile. Instead, use the “Create Private Fee Payer” option provided during this process.

Step 2: Define the billing period

You will now define the billing period start date and end date.

• These dates must fall within the resident’s booking dates.
• Found will automatically restrict date selection to this valid range.

Next, choose the pro-forma invoice date. This is the date that will appear on the generated invoice document. You will be offered four options to define this date.

Once confirmed, click Continue to proceed.

Step 3: Confirm fee payer contributions

This step involves verifying the weekly contribution of the fee payer:

• The system will calculate the total amount based on the fee payer’s weekly contribution and the number of days in the defined billing period.
• The due date will be automatically populated using the fee payer’s “Default Invoice Due Date” (if set).
  • If not pre-filled, you can define this according to your organisation’s finance process (e.g. 7 or 14 days from invoice issue).
• You may also enter Internal Notes. These are for internal use only and will not appear on the invoice sent to the Fee Payer.

Click Continue once all details are reviewed.

Step 4: Review and generate the pro-forma invoice

In the final confirmation screen, review all invoice details for accuracy.

• If any detail is incorrect, click Cancel to exit and restart the process.
• If everything is correct, click Generate Pro-Forma Invoice to create the document.

Step 5: Issue the pro-forma Invoice

After the invoice is generated, you have two delivery options:

• Click Send Email to email the pro-forma invoice directly to the Fee Payer.
• Alternatively, click Download PDF to save or print a copy.