CareLineLive helps you to generate invoices based on visits and standalone transactions that have been recorded for a client.

Before creating an invoice run, there's a bit of reconciliation to be done to ensure visits are pulled into the invoice run. See Invoice Runs: Prerequisites for more information.

Once your invoice run is created, the system will calculate the charges for any visits and transactions that are included based on the options that you configure.

First of all, if you have multiple teams set up on your environment, you'll need to select which teams need to be included in the Teams dropdown at the top of the screen.

Next, you'll need to select which Dates will be covered. You need to specify an until date, however you can leave the from blank to include everything that hasn't already been invoiced.

For most cases these are the only options you'll want to configure, however there some additional options if you want to customise your invoice run.

Name your invoice run

Give the run a name that can be easily referenced.

If required, you can include only certain Service Contract Types, Buyers, or Clients in the invoice run.

The filters are all applied at the same time, meaning if you have the London team selected, the Private Homecare service contract type, John Doe buyer, and Jane Doe client then only visits that match all four of the criteria will be included in the calculation.

Create separate invoices for each team

Enabled by default.

If disabled, The calculation will only generate one invoice for the client, assigned to the client's default team.

When enabled, it will create a separate invoice for each team (company) that the client's bookings are assigned to.

Include bookings

Enabled by default. If disabled, bookings will not be included in the calculation.

Include transactions

Enabled by default. If disabled, standalone transactions will not be included in the calculation.

Create credit notes for credit transactions

Disabled by default. If enabled, any credit transactions will be added to a separate Credit Note instead of the invoice.

When disabled, the credit transaction will be applied to the total value of the invoice.

If you have multiple invoice numbering schemes set up, you can choose which number scheme will be applied to invoices in this run,

If you've associated an invoice number scheme directly with a buyer, the buyer's number scheme will take precedence.

See Invoice Number Schemes for more information.

We'll generate an estimate based on the options you've picked, before you've created the invoice run. These can be found in the top-right of the page.

Most importantly, we'll flag up if there are any bookings that haven't been confirmed. Click the red button to open the booking confirmation page for these bookings.

⚠️ The total show is a very quick estimation; actual billing calculations take longer to run and may have different results.

Once you've selected all of your options, click Create.

The system will start working through each of the bookings and transactions included, and calculate the charges for each.

This process can take a bit of time, particularly when mileage calculations need to be taken into account as each journey needs to be calculated.

Once the calculation has finished, the invoice run will be put into a draft state. We'd recommend checking each of the invoices at this point to ensure everything has been included as expected.

Once you're happy that everything is as it should be, you can Issue the run to assign numbers to each of the invoices.