Financial

The Financial page on a Participant's profile is where you can manage where invoices will be sent for the Participant.

Within the Invoice Details section there are 2 sections - one for self managed and one for plan managed invoices. You only need to complete the relevant section for that Participant. In some cases, a Participant may be both self managed and plan managed for different supports.

Plan Managed Invoices

Attaching a Plan Manager

To attach a Plan Manager or update the Plan Manager for a Participant, click on the Edit button within the Invoice Details section.

Within the Plan Managed invoice section, you can search for an existing Plan Manager - if one is not found, you will be prompted to create a new Plan Manager.

See Plan Managers to create or update a Plan Manager.

Additional Plan Managed invoice emails

Sometimes you may want to send any invoices that are going to the Plan Manager to the Participant or someone else. You can utilise the Additional Plan Managed invoice emails field to do this.

In the example below, any invoice sent to the Plan Manger O'Hara Solutions for this Participant will also be sent to john@example.com and jane@example.com.

Self Managed Invoices

Within the Self Managed invoices section, you should put the email address where self managed invoices need to be sent in the Invoice email field.

Additional Self Managed invoice emails

Sometimes you may want to send any invoices that are going to the self managed email to someone else as well. You can utilise the Additional Self Managed invoice emails field to do this.

In the example below, any invoice sent to the kari@example.com will also be sent to jack@example.com.

Showing Addresses on Invoices

Sometimes a Plan Manager may request that the Participant's address be shown on the invoices. You can toggle this setting by clicking "Edit" at the top right of this page.

Showing Task Names on Invoices

If you would like to show the Task name on invoices, click the "Edit" button at the top right.

You can then select the invoice types you'd like to show the Task name on. This allows you to have fine grained control and ensure that Task names are only being shown on certain invoices.

Sending Notes With Invoices

If Send notes with invoices is enabled for your account, the Other Settings section lets you attach the notes for each billed service as a separate PDF when Self Managed or Plan Managed invoices are emailed. Every invoice email recipient receives the attachment, including additional and CC addresses.

Click Edit, turn on Send notes with invoices, and select the invoice types that should include the notes. This setting is not available for NDIA Managed invoices.

The address, Task name, and notes settings are sensitive invoice settings. A user needs the relevant permission to change them even if they can otherwise update the Participant.

This Participant's Invoices

Below Invoice Details, the Financial page lists every invoice raised for this Participant - reference, status, date, due date, total and outstanding amount. A voided invoice carries a Voided badge; hover it for the reason. Use the three-dot menu on a row to Download that invoice. See Invoices for how invoices are generated and what else you can do with one.

Downloading a Statement

Click Download Statement, above the Invoices table, for a PDF of this Participant's invoices and payments for a period, with opening and closing balances.

Choose:

• Invoices - Self Managed or Plan Managed. Defaults to Self Managed.
• Period - a date range, with Last/This presets for Week, Fortnight, Month, Quarter and Year. Defaults to last calendar month. The period must start on or before today and can cover at most 366 days; choosing an end date after today downloads the statement up to today instead.

The PDF covers the chosen period and shows:

• Opening balance, invoiced total, voided total (if any), paid total, and closing balance as either Amount due or In credit.
• An activity ledger - every invoice issued, payment received and void in the period, each with a running balance.
• A Still owing table of invoices with a balance outstanding at the end of the period, flagged Overdue where the due date has passed.
• Your bank account details, if you've added them in Invoice Settings.

The file downloads as [Participant name] Statement [from] to [to].pdf, with both dates as dd-mm-yyyy.