Billing¶
WideCare automates the billing of the home: the insurer’s share (the care allowance paid by the health insurer) and the resident’s share (accommodation + supplements), period by period.
Key principles¶
Billing app: its dashboard shows the months to bill, the invoices to validate and what is still unpaid.
Billing period: one month. You generate it, then invoice it.
Invoice type: each resident is billed in advance (anticipatory, the default) or in arrears. The type is set on the resident’s contact and can change for one month only.
Care allowance: calculated from the dependency category and days of presence; this is the share paid by the resident’s health insurer.
Accommodation: the share paid by the resident (the room), based on the rate.
Supplements: one-time or recurring services (single room, TV, hairdresser…), through the resident’s supplements envelope, at the price in force that month.
Absences: an absence (hospitalisation, holidays) can reduce the accommodation through the absence discount rules and, where the country pack bills one, the care allowance.
Anticipatory billing
For residents billed in advance, one month’s accommodation is invoiced the previous month. The care allowance and supplements, however, are invoiced in the month of service. See Invoice type.
The “Refresh” button¶
On a billing period, the Refresh action recalculates everything in one click: billing lines, supplements and draft invoices. In the list of periods, select several and use the gear menu → Refresh.
Good to know
Residents whose invoice is already posted are left untouched; everything else is recalculated. When a change reaches one of them, a Corrections pending banner appears on the period: Refresh creates the supplementary invoice or the credit note.
Adding a supplement or an absence synchronises automatically: you generally don’t need to click “Refresh”.
The period cycle¶
New period (the month) — from the dashboard, Months to bill.
Generate the billing lines.
Check the residents’ insurability with their health insurer, where the country pack bills a care allowance.
Create the invoices (resident’s share).
Post the invoices, and send them to the accounting database when it is kept elsewhere.
Send the insurer’s share to the health insurers — through the electronic exchanges with the health insurer, where the country has them — then track the responses.
Close the period.
Step by step
Follow the detailed guide Billing a month, step by step, and the Month-end checklist.
In Belgium
The care allowance is the INAMI dependency allowance, set from the Katz assessment and sent to the mutualities through eFact after an MDA insurability check; absences and departures are notified through eAgreement. See Billing a month in Belgium and The billing journey.
What’s next¶
The billing dashboard — the month at a glance.
Billing a month, step by step — the complete month guide.
Month-end checklist — everything a month-end requires, in order.
Invoice type — in advance or in arrears, for a stay or for one month.
Supplements — supplements envelope, one-time or recurring.
The Supplements app — entering supplements resident by resident or for several at once.
Recharging a vendor bill — passing a supplier’s bill on to the residents.
Absences and hospitalisations — absence discount rules and their effect on the month.
Departure and death — stopping billing, credit note for prepaid accommodation.
Price indexation — raising the prices from a date.
Pocket money — the money held for a resident.
Accounting bridge — sending the invoices to an accounting kept elsewhere.
Split billing — the resident’s share divided among several debtors, one invoice each.