You can allow your users to send invoices for their shifts automatically in HosPortal. Turning this feature on can simplify and standardise the processing of invoices, reduce the accounting work required to reconcile invoices with shifts worked, and reduce the number of outstanding invoices.
It is not possible to force your users to invoice through HosPortal. Once you turn invoicing on there might be merit in letting your users know.
Setting up invoicing
To set up invoicing, follow the steps in the following help files:
Turn invoicing on for the relevant rosters or users.
Set up the invoice details such as the destination email address.
If your facility has defined roster rates then enter them into HosPortal. This eliminates the risk that users will enter incorrect rates.
Note that you cannot allow exceptions to these rates, so if there is even one user for which a different rate applies then you should not set the rates but instead ask each user to set up their correct rates.
Instructions for users
There are a separate set of help files to assist users set up their billing and bank details, which can be found here.
Invoice format
Invoices are generated in a standard format shown below. Note that since February 2022 HosPortal will generate a single invoice for multiple shifts, whereas it used to be that each shift would result in its own invoice.
A: The name of the entity issuing the invoice, such as the user's name or the name the company they bill under. This is set up by each user.
B: The recipient entity and recipient email address. This is defined by you.
C: The name and contact details of the user sending the invoice.
D: Date that the invoice was sent and an automated invoice number.
E: The shift details, listing the date of the shifts, the units (hours or shifts), the description of the rate, the rate itself (e.g. $45/hour, or $580 per shift) and the total. GST is added separately for Australian billing entities.
F: The bank account details, set up by each user.