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NA Onboarding - Session 2: Dynamic Scheduling, Timesheets, and Invoicing

This guide outlines system day-to-day functionality including Dynamic Scheduling, Timesheets and Invoicing.

Written by Dimas Triaji

Topics covered in this guide:

Previous Guide: NA Onboarding - Session 1: Settings, Prices, Forms, Clients, Staff, and Scheduling Basics

Key Topics

1. Dynamic Scheduling

šŸ’» Accessing Scheduler: On the left menu, go to Scheduler.

Schedules are always changing, you can make several modifications to an existing schedule, including staff reassignments and shift adjustments using:

  1. Drag & Drop: Use drag & drop to change the staff assigned to a shift or to modify the date of the shift.

  2. Editing Shift Details: For more complex changes (e.g., modifying shift times, pricebook updates, job board adjustments), follow these steps:

    1. Click on the shift you want to modify.

    2. Click Edit.

    3. Make the necessary changes.

    4. Click Save to apply the changes.

  3. Advanced Changes:

    1. For additional options, click on the shift and then click More Actions. The following options are available:

      1. Copy Shift: Create a new shift using the details of the selected shift as a template.

      2. Cancel Shift: Cancel the shift with these two cancellation options:

        1. Cancel and charge client.

        2. Cancel and donā€™t charge client.

      3. Extend Schedule: Extend the current schedule for the shift to a later end date.

      4. Update Recurrence: Modify the recurrence settings for recurring shifts. (E.g. change recurrence day).

      5. Delete: Permanently remove the shift from the schedule.

šŸ“– Resources:

2. Timesheets

Accessing caregiver timesheet reports is vital for accurate billing, verification, compliance, communication, and care evaluation. They document hours, tasks, and presence, ensuring proper billing and proof of services.

šŸ’» Accessing Timesheets: On the left menu, go to Timesheets.

Key functionality in our timesheets functionality:

  1. Date filters for your timesheets.

  2. Editing Shift time information

  3. Approving Shifts by Scheduled vs Clock in/Clock out

šŸ“– Resources:

3. Invoicing

Invoicing allows you to generate, review, and manage client invoices.

šŸ’» Accessing Invoices: On the left menu, go to Invoices.

In this section we will break down invoicing actions into:

Generating Invoices:

  1. Click Invoices > Generate.

    1. Filter for the timeframe you created your shifts for in the Scheduler.

    2. This will display a list of data that can be invoiced.

  2. View Billing Report:

    1. Click View Report next to a clientā€™s name to see a detailed Billing Report of what will be invoiced.

    2. Verify the invoicing figures and make any edits to the Shift/Invoice as needed.

    3. Then navigate to the Invoice Generating Page again.

  3. Tick the checkbox for the Client(s) for whom you have completed the billing report verification.

  4. Tax Configuration:

    1. Tax can be added to individual invoices by checking the Tax box.

    2. Note: The tax rate can be configured in Account > Invoice Settings.

  5. Once completed, Click "Generate" to create the invoices for these Client(s).

Viewing Invoices and action options:

  1. Click Invoices > List to view your generated invoices.

  2. Action options: Once the invoice is generated, the following action buttons are available:

    1. Email: Send the invoice directly to the ā€˜Toā€™ contact indicated on the invoice. The email message can be customised in Account > Invoice Settings.

    2. Print: Print or save a PDF copy of the invoice.

    3. Edit: You can edit text elements, but the invoice totals cannot be changed.

    4. Void: Cancel the invoice. This is typically used to correct an error. If an error is spotted, void the invoice. Then:

      1. Correct the error on the Billing Report or Timesheet.

      2. Re-create / regenerate the invoice after the correction is made.

Invoice Settings:

  1. You can review and customise invoice settings by opening Invoice Settings in a separate tab (Account > Invoice Settings).

  2. Hereā€™s what you can customise within the invoice:

    1. Logo: Upload your logo to display next to the business name by going to Account > Settings.

    2. ā€˜Fromā€™ Info: This can be configured in the Invoice Settings page.

    3. ā€˜Toā€™ Info: This is automatically pulled from the client profile (either client or billing contact info if provided).

    4. Shift Descriptions: A description of each individual shift will be displayed. The default for this can be customised in Invoice Settings.

    5. Payment Methods: Customise the Payment Methods section in Invoice Settings.

    6. Payments: You can manually apply a payment to the invoice using the Payments field at the bottom of the invoice.

Related Articles
Staff Timesheet Reports
Setting Up and Customising Your Invoice Settings
Onboarding - Session 3 Guide: Linking Payroll System, Timesheets and Invoicing
NA Onboarding - Session 1: Settings, Prices, Forms, Clients, Staff, and Scheduling Basics
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