There can be several situations in which it may be necessary to void an invoice. Here are some common scenarios:
Service cancellation: If a shift gets cancelled before any service is provided, such as when a client no longer requires the service or changes their plans.
Incorrect billing: In cases where an invoice is generated with incorrect information, such as wrong dates, incorrect service listed, or inaccurate pricing.
Service dispute or complaint: If there is a dispute or complaint regarding the quality or completeness of the caregiving services provided.
Service adjustment: Sometimes, adjustments need to be made to the original invoice due to changes in the agreed-upon services or duration of care.
Payment errors: If an error occurs during the payment process, such as double payment, incorrect payment amount, or payment made to the wrong invoice, reissuing a correct one will help resolve the payment discrepancy.
It's important to note that specific policies and procedures for voiding invoices may vary depending on your policies. But we understand that having the ability to do will be handy.
We’ll show you how it’s done in this article.
Invoiced Shifts
Shifts are marked Invoiced once an Invoice has been generated.
Once a shift is invoiced, it becomes locked, meaning you are no longer able to make changes to the shift details.
On the Invoice itself, the only things you can modify once an invoice is generated are the client to bill and the description of the shift.
If you need to make changes to shift hours, service rendered, mileage etc, then you will need to void the invoice first.
Here’s how:
Voiding an Unpaid Invoice
On the lefthand menu go to Invoices.
Click List.
This will show you a list of generated invoices. Select the Invoice that you would like to void.
This will open the Invoice. Click Void.
Once you confirm, the invoice is now voided. This will unlock the shift and will allow you to make changes.
Once you’re done, you can re-generate the invoice with the correct details.
Voiding a Paid Invoice
If the invoice has been paid, the option to void it is removed. As you can see below:
However, in some cases, although an invoice is already paid, some details still need to be corrected. There are a few extra steps that you need to take to be able to void a paid invoice.
Let’s get started:
On the lefthand menu go to Invoices.
Click List.
On the list of invoices, find and click the paid invoice that you would like to void.
This will open the invoice. Scroll down to the payments section and delete the payment made:
You’ll be asked to confirm. Click OK.
This will refresh the page and the option to void the payment will now be available. Click Void.
This will unlock the shift and will now allow you to make changes, such as changing the hours of the shift, etc.
Once you’re done, you can re-generate the invoice with the correct details.
Should you have more questions or concerns that are not covered in this article, know that our support team is always happy to help. You may reach out to us through the chat icon at the lower left side of your screen when you're logged into ShiftCare.