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RotaProof

Creating and sending invoices

Make a month's invoices, check the drafts, issue and email them, record payments and fix mistakes.

Creating a month's invoices

  1. Click Invoices in the menu, then Create a month's invoices.
  2. Choose the month (usually last month) and click Show what will be invoiced. You'll see each client, the lines RotaProof will add, and anything to check, such as visits that aren't approved yet.
  3. Click Make draft invoices. You get one draft for each client. Clients who already have an invoice for that month are skipped.

For a one-off job, such as a deep clean, choose the client next to One-off invoice on the Invoices page and add the lines yourself.

Checking a draft

Open a draft to change descriptions, quantities and prices, add lines (for example materials or an extra clean), remove lines, or add a purchase order number or a note. Click Preview PDF to see exactly what your client will get.

Issuing and sending

  • Issue and email gives the invoice the next number, locks it, and emails it to the client as a PDF from your own address. This needs your email domain set up.
  • Issue without emailing does the same without sending it, for example if you post invoices. Download the PDF from the invoice.

Each invoice also has a private link your client can open to see it online and download the PDF.

Issued invoices can't be changed. That's what HMRC expects: the invoice you sent stays as it was.

Getting paid

When the money arrives, open the invoice and click Mark as paid with the date it was paid. Invoices that are past their due date and not paid show as Overdue on the Invoices page and on your home screen's to-do list.

Reminders

If you switch on overdue reminders in invoicing settings, RotaProof emails the client a polite reminder 7, 21 and 35 days after the due date, with the invoice attached again, until you mark it paid. They're sent on weekday mornings, replies come to you, and you get a copy of each one. You can also send a reminder at any time from an overdue invoice with Send a reminder now.

Fixing a mistake

Open the invoice and click Cancel with a credit note. RotaProof issues a credit note for the whole amount, with its own number (for example CN-0001), and marks the invoice as credited. Send the credit note to your client, then make a corrected invoice.

This guide explains how to use RotaProof. It isn't legal advice. For the rules themselves, the Home Office's employer's guide to right to work checks is the final word.