The fifth tab in the Office Settings will allow you to configure your Billing settings. It is important that you do this before you start scheduling.
The first field is for the Invoice Memo - what you enter here will appear on all invoices created. This is an optional field.
Tax ID Number - You can enter your agency's Tax ID number here. By selecting the checkbox below, the Tax ID will be shown on the invoices.
The Number of Days Invoice Due drop down allows you to set a due date for invoices. This is a free form field. If your invoices are due upon receipt, enter 0.
Provider ID is a field where you can store your agency's provider ID. This is not a mapped field and is for documentation only.
In the next section, you can configure Overtime, Taxes, and Late Fees.
Do you charge OT on client invoices? - The options are No charge - no overtime will be charged to the client or payer.
Charge based on Caregiver Hours - If the caregiver exceeds the overtime thresholds set in the Payroll Tab, the client/payer will be charged for the overtime incurred.
Charge based on Client-Caregiver hours - the client/payer will only be charge overtime if the caregiver met and exceeded the overtime thresholds with that client.
If you change your selection after schedules are built, there will be an alert warning you about the change and effect on existing schedules. You will be prompted to choose how the change is cascaded out.
Do you charge taxes on client invoices? If you select no, nothing further is required. If you select yes, a new mandatory field will appear for the tax percentage. Taxes can be toggled on/off at the client level under Client Preferences.
Do you charge late fees on client invoices? If you select no, nothing further is required. If you select yes, then you will be required to fill out two more mandatory fields - one for percentage to charge - late fee rate; and a second field for the number of days after the due date to start charging. This will be calculated based on the number of days due you entered for invoices above.
In this next section, you may enter you License Number.
A drop down to select auto-notifcation when a new invoice is created. You may select Clients, Payers, and Contact(s). Email notification will only go out to selected profile types that also have a valid email address on file.
How often do you bill your clients? The drop down allows you to choose from Custom, Weekly, Bi-Weekly (every other week), and Monthly. You can override this frequency at invoice creation as necessary.
For Weekly billing, you must select the last day of your billing cycle.
For Bi-Weekly billing, you must enter the date of your last billing cycle. This will be used to determine the pre-filled date range selection in the Invoice Creation page.
For Monthly billing, you must select the last day of your billing cycle (numbered 1-28 and then "last day of the month").
Please select the person to whom you want to send the notification of due payment. This allows you to select the profile type, with a valid email address, to which an alert of overdue payment will be sent.
If you are enrolled with e-payments via Celero, you can enter you information in the next section.
For more information, please reach out to our Support team.
If you use Sage50 as your accounting integration, please complete the Sage Configuration Section. All fields are mandatory.
Next, please check and confirm your Billing address. This would have been configured at portal creation for you. If your billing address and Office address are the same, then check the box indicating that. If they are not, leaving the box unchecked provides a space for you to enter the Office location address.
Finally, options for the Invocice Configuration can be found at the end of the Billing section. Completing this at the outset will set the template for all client and payer invoices created after this section is complete. Otherwise, the invoice can be configured at each payer profile level. On the Payer profile, a preview of the invoice is generated reflecting the configuration choices.
Once you are done, please click on the green Update button at the bottom right of the page.
