You may have noticed in your admin client area, there is a new section for invoices. This is a new feature we have been developing for clients to make it easier to track, manage and process invoices.

It means that for all pay-as-you-go cases, you have a central record of any invoices that have been raised, as well as their payment status.

Since we are now managing the invoicing via our own, custom-built portal, this gives us greater flexibility with our invoicing options. For instance if you want invoices to be sent to a different place, or grouped according to business unit, we may be able to achieve this.

How it works (if you’re interested)

Recipients

We have two types of recipients; administrators on the account, and ‘invoice only’ contacts.

An administrator is someone who can login, make referrals, see case statuses, and all the other great things you can do with an admin account – typically this would be someone from an HR department for example. By default, administrators will also receive copies of invoices, however you can ask us to turn this off for you if you’d like. Even if we turn off invoice notifications, you can still access invoices from the admin area anyway in case you ever need to.

An invoice only contact is someone who has no access to the admin client area at all, but who will still receive copies of invoices. Typically this would be someone from your accounts team.

If you need anyone adding, removing, or adjusting, with either of the above permissions, please contact us.

Invoice details

We will never include the names of those referred to us on an invoice. This is to protect an individual’s confidentiality in line with data protection legislation (for example if an invoice is sent to someone in the accounts team, it’s not appropriate for the accounts team to know who has and hasn’t been referred for health reasons). However the invoice will include a case reference number, also known as a case ID, which can be easily cross referenced on your admin client area as required.

Invoice regularity and grouping

This new feature also allows us to group multiple cases onto a single invoice, something that historically wasn’t possible for most clients. Therefore this should make processing invoices considerably easier for both you and us, as it means fewer invoice transactions.

Similarly, if you have a more complicated account structure where you have multiple accounts (for instance multiple regions setup separately, multiple schools in a trust, or multiple businesses in a group) we can also invoice by ‘group’ or by each individual account. If you have a preference on this, please let us know.

Purchase orders

You can provide us with two types of purchase order.

You can have a single purchase order for all cases, which will appear at the top of all invoices. If you would like this, please contact us to inform us what purchase order you want adding.

Alternatively (or additionally) you can have a purchase order unique to each individual case. If this is required, please supply this when prompted during the referral and it will appear on your invoice as requested.

Payment terms

Just a reminder that our payment terms are 30 days. This was agreed to as part of your agreement with us when you created your account and remains our fixed payment terms.

We would kindly ask that you stick to these payment terms, and we reserve the right to suspend access to the service and charge interest to any clients who exceed 30 days.

Finally

Thank you for making it this far. We appreciate invoicing isn’t the most exciting part of the process, so we hope this makes things a little easier and smoother for you, and helps to make your experience with Smart Clinic even better!

If you need clarification on any of the points above, please contact us on hello@smartclinic.com.