Creating Invoices

There are two ways to create an invoice in ReliefBooks, depending on whether you want to start from the invoices page or from your unbilled shifts.

From the Invoices page

1. Go to Invoices and click Create Invoice.
2. Select a facility from the dropdown.
3. Choose a date range for the shifts you want to include.
4. ReliefBooks pulls in all unbilled shifts for that facility within the selected range and adds them as line items.
5. Review the line items and click Save to create the draft.

From Unbilled Shifts

1. Go to the Unbilled Shifts page.
2. Select the specific shifts you want to invoice by checking the boxes next to them.
3. Click Create Invoice.
4. ReliefBooks builds a draft invoice from those exact shifts.

This approach is useful when you only want to invoice certain shifts rather than everything in a date range.

Invoice line items

Each shift becomes a line item on the invoice, showing the date, hours worked, rate, and total amount. You have full control over the line items:

• Edit any line item -- Adjust the amount, description, or other details if something needs correcting.
• Add manual line items -- Include extra charges that aren't tied to a specific shift, such as administrative fees or flat-rate services.
• Add reimbursable expenses -- If you have pending expenses for that facility, you can add them as line items on the invoice.
• Remove line items -- Take out any shifts or charges you don't want to include on this particular invoice.

Invoice header details

At the top of the invoice, you can set:

• Invoice number -- Auto-generated for you, but you can edit it if you use your own numbering system.
• Invoice date -- The date the invoice is issued (defaults to today).
• Due date -- Calculated automatically from the facility's payment terms, but you can change it.
• Notes -- Add any additional information for the facility, such as payment instructions or references.

Rate cards and billing

Line item amounts are calculated from the rate card assigned to each shift. The rate card determines your hourly, daily, or per-shift rate, so the math is done for you.

If a shift doesn't have a rate card assigned, the amount will be blank and you can enter it manually.

Saving as a draft

Every new invoice starts as a Draft. This means you can close it and come back later to make changes -- add more line items, adjust amounts, or update the header details. Nothing is sent to the facility until you finalize and email the invoice.

When you're ready, head to Managing Invoices to learn about finalizing and sending.