Invoices and getting paid
This guide is for a support worker. Build an invoice from an approved timesheet. ThimbleCare records invoices and payments; it does not move money or connect to your bank.
Before you start
Check that the timesheet is approved. See Timesheets. The payment method and available recipient come from the participant's agreement and contact records.
Make an invoice on the web
- Select Invoices, then New invoice.
- Choose an approved timesheet.
- Check Invoice number, Invoice date and the optional due date.
- Select Generate draft.
- Read the preview: every support line, GST and total.
- Select Issue invoice only when it is right. Check the issued status. An issued invoice is locked.
Give it to the recipient
Open Send this invoice or the page Give the invoice to its recipient.
- Wait until the PDF is ready. The page may say Preparing the invoice PDF.
- Choose an eligible recipient and select Send to [name].
- Check the result. Delivery queued means a delivery request was queued; it does not prove receipt.
If Create private link is offered, it creates a private invoice link for the eligible recipient. Share it only with that intended person. If there is no eligible recipient, download the PDF when available and arrange delivery yourself. A disabled or missing control is not a completed send.
Record payments
When payment reaches you outside ThimbleCare:
- Open the invoice and Record a payment.
- Enter the amount, payment date, method and optional reference.
- Select Save payment and check Paid, Left and the payment history.
Use Correct a payment to correct an entry. The earlier record stays in the history. A delivery status does not change the payment balance, and Paid in full reflects recorded payments rather than a live bank check.
Correct an issued invoice
You cannot edit issued lines. If Void this invoice is available, read the preview, choose Void only or Replace mode, and give the requested reason. Payment or replacement history can limit whether voiding is allowed.
For an eligible invoice voided in Replace mode, Create a replacement draft opens a separate draft with a new number. Review and issue that draft yourself. The old invoice remains visible as voided.
On the native phone app
Open Invoices from More on Today to use the invoice actions available there. Use the web for PDF and payment workflows if the phone does not offer them. Follow the status shown rather than assuming both platforms offer every action.
Tax records and problems
The web Tax records pages show income records, expenses and export options. These are records for review, not tax advice.
- Nothing is ready for an invoice. Wait for an approved timesheet.
- No eligible recipient. Check the contact and agreement records, or use the PDF.
- This invoice changed. Refresh and review the current record before retrying.
- Payment date refused. Check the date and the error. Do not use an old screenshot's time-of-day workaround.
- An action was not confirmed. Reopen the invoice, delivery or payment history before repeating it.