ShiftCare's invoice generation feature allows you to seamlessly turn completed shifts, expenses, and mileage into professional invoices. This guide covers how to verify your data to prevent billing errors, generate bulk invoices, and email them directly to your clients.
Please note that since this video was recorded, there have been some adjustments to the appearance and functionality of generating invoices.
The client's NDIS Number, Aged Care Recipient ID, Reference Number, and PO Number will appear on the invoice.
Note: The Reference Number and PO Number will not appear if a Billing Contact has no Reference Number and PO Number.
Verifying Invoice Details
Invoices are critical documents used to request payment. It is vital to review your billing data before generating them to ensure accuracy and prevent payment delays.
Navigate to Invoices > Generate from the sidebar menu.
You’ll be redirected to the Generate Invoices page. You can filter by Location, Facility, or Client Name (one or more), and group your results by Client, Fund, or Payment Type. Tick the Cost checkboxes to include those categories in your list view.
Specify your Date Range (up to a maximum of 90 days). A list of clients with completed shifts during that period will populate the table.
The red number badge in the Total Shifts column displays the number of shifts that need to be resolved for invoicing.
To review the specific shifts for a client, click 'View Report' under the relevant column.
This will open the client’s Billing Report page in a new tab, displaying all shifts within the date range. Check this page for any error messages or pricing corrections. Please refer to this guide for more information on this process.
Once all shift data is correct and error-free, you are ready to generate the invoices.
Generating Invoices
To generate an invoice, select Invoices > Generate on the sidebar menu. Ensure your filters and date range are correctly applied.
Tick the checkbox on the left of each client's name to invoice them. You can also tick the master checkbox at the top to select all clients. Please make sure all errors are corrected so the 'Generate' button becomes clickable.
Click 'Generate'.
A loading bar will appear at the top of the table. Please wait on this page until the generation process is fully completed.
Once finished, the Status column on the right side of each client’s name will change to 'Completed #Invoice Number'. Click this link.
This will open a preview of the invoice. At the bottom of the preview page, you will find options to Edit, Void, Print, or Email the invoice.
Note: Clicking the 'Email' button will automatically send out the invoice.
If you would like to generate an export file to import into your accounting system, please refer to this article for guidance.
For further assistance with Generating Invoices, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.