- Access:
- Money and billing at Office, set by role in Settings → Roles
On this page (4)
Watch it
Step by step
- A DRAFT invoice can be changed: amend what a line charges, add a one-off line, waive a line or apply a discount, then Issue it. Issuing is what makes it a document.
- Once issued, the lines are fixed. To change an issued invoice, void it and raise it again.
- Kilometres and travel print directly under the service they were delivered with, and say which item number they go with. Lines CSV hands the same thing to a spreadsheet, with a Paired with column.
- Email invoice sends it with your message. Each send is listed under Emailed on the invoice — who it went to, and whether it failed and why.
- Under Bill to, the invoice prints where it is billed: a person billed directly at their own address, a billing contact at the postal address kept on that contact (its box shows once Billing contact is ticked), and a payer at its own address. Each invoice keeps the address it was written with.
- A Support at Home invoice shows the total cost of the services, care management on its own line (paid from the 10% set aside), the share Support at Home funds and what is payable.
- If more was paid than is now owed, the invoice says a refund is due: give the money back, then press Record the refund.
- If Xero already holds the invoice when what is owed changes, Corella brings Xero up to date within the quarter hour, or at once with Bring Xero up to date. The invoice is paid only when that one is too.
- Email invoice sends a fresh copy with the breakdown.
- The program caps the mark-up built into the price: assistive technology's administration at most 10% of the cost and $500, home modifications' coordination at most 15% and $1,500.
Tips
- An invoice names a provider only when every line was delivered by ONE person. Split the run by staff member if the payer needs a named provider.
- Amending a line changes what is CHARGED only.
- Drafts are off unless your organisation has turned them on (Settings → Organisation). With them off, an invoice run issues invoices straight away, as it always has.
- The payer's purchase order prints as PO / reference, and the text the payer needs on every invoice prints under who it is billed to, on the screen and on the PDF.
- Where one visit billed more than one service, the travel line says "with this visit" and names them all rather than picking one.
- Lines CSV is our own export, for reading in a spreadsheet.
On this screen
Record payment
Record money received against this invoice.
Charge to card terminal
Take a card payment on the terminal for this invoice.
- The terminal is the source of truth.
Take a payment off
Take a payment off this invoice — one recorded here, taken on a terminal or paid online — so it owes that amount again, or so it can be voided.
- A card payment comes off only after you have refunded it in Stripe and ticked that you have.
- A payment matched from a receipt is taken off in that receipt instead.
Issue without the references
- Better first: add the reference on the episode.
- The reason you give is kept on the invoice's history with your name.
Amend this line
Change what a draft line charges — its quantity, its unit price or its description.
- If the worked time was wrong, correct the timesheet.
Discount this line
Reduce a line by a dollar amount or by a percentage, with the reason that prints beside it.
- The discount and the reason both print on the invoice, so whoever pays it sees what came off and why.
- Discounting a line that is claimed to a funder reduces what you claim. That is usually the intention; it is worth being sure it is.
Provide this line free of charge (waive)
Take a line off the invoice by reducing it to nil while leaving it on the document.
Add a one-off line
- GST is set per line here. Check it against how the rest of the invoice is treated.
Email invoice
Send this invoice to whoever pays it.
- The address is filled in from the invoice's billing email.
- Standard writes the message for you and names the invoice, the person and the amount. Custom is yours to write; typing anything switches to Custom so the message you can see is the message that goes.
- Sending an issued invoice marks it Sent.
- The PDF is rebuilt if anything on the invoice has changed since it was last produced, so what the payer receives is always the invoice as it stands now.
- Every send is recorded on the invoice under Emailed, and on the client's record — including the ones that failed.
- Sending is switched on when your organisation goes live. Until then the dialog says so and the Send button stays off.
This is the help Corella shows on this screen, word for word, written in its default words: client and carer.
