Streamline Your Process with Our Home Care Invoice Template for Procurement

Home care invoice template for Procurement

hello everyone this is coach Michelle coming  to you from the ATL hope you guys are having   an amazing day I specialize in helping individuals  start and grow their home care business welcome to   my channel for those of you that are returning  welcome welcome welcome and for all of my first   time visitors I'm super excited that you're here  there's tons of videos that will walk you through   step by step on those very important questions  that you have and guess what answers to those   questions that you don't even know to ask because  you are just getting started you're thinking about   this thing and you're not absolutely sure so  you're on YouTube University learning as much   as you can so I'm super excited to help you along  your journey today's video is pulled straight from   our Facebook group um questions so this video is  about how do I bill for Home Care Services I did   a video on this a couple of months ago or maybe  last year however more and more questions are   being asked around this um subject so the number  one thing guys when you are starting your business   and you are looking to identify how to build your  clients the very first thing you need to think   about is how you need some type of software  or some type of system right so some of you   may be thinking hey um what do you mean software  software like QuickBooks or any type of invoicing   system that's going to be your tool to success  if you try to do it the old-fashioned way you're   calculated you got an Excel spreadsheet you're  adding it up and then you are um sending an email   or you know you're dropping by the client's home  baby that's not how you do it I recommend well   that's not true you can do it that way however I  recommend having a professional invoicing system   we personally use QuickBooks we use QuickBooks  for multiple businesses and have used them since   2003 and I'm a big fan of QuickBooks however  there are tons of different types of software   systems so that's your very first thing you want  to do when you're thinking about how do you Bill   and and I would also recommend getting a software  that allows you to do multiple things so um   QuickBooks in particular you can do your invoicing  for clients you can you know do your payroll if   you want for your staff um you can set yourself up  with merchant services so your clients can pay via   ACH and or credit card or debit card so there's a  lot of different opportunities available that will   help you streamline your business especially when  you're first getting started um because you're   going to be wearing so many hats so you want to  invest in tools that are that that are actually   going to help you manage the day-to-day operations  of your business so when you're thinking about one   thing I want you to think about multiple things  so before you get started write down all the tasks   that you're going to be responsible for as the  administrator slash owner and then that way when   you are you know contacting companies and you're  scheduling demos to see how the software works you   want to be able to check these off and then you  can compare apples to apples when it comes to the   software because you can say okay this particular  software does ABC this one does a b c d e f and   this one does all the way up to M now with that  being said there's going to be a difference in   cost as well most softwares are going to be  month to month which means you can start out   with this one that may just do a b right at this  point based on your budget that dollar amount per   month may be lower right and then as you start to  generate that Revenue coming in your business and   your your business is growing then you can say  okay I'm gonna switch from this month to month   service that's giving me just these two um helping  me complete these two tasks I'm gonna switch over   to the middle one right because with anything I  believe there's a good better and a best so you   may start out with the good that would be able  to you know help you manage your business on a   day-to-day and accomplish your goal so again the  question is how do I bill my clients you you the   very first thing is to get your software and then  when you talk about how to actually do it you have   to set the software up for those of you that are  VIP clients maybe new VIP clients we do have a   training in our VIP portal that was created by  a CPA and it'll walk you through how to set up   your invoicing within QuickBooks so you want to um  when you go into your Software System you want to   create a line item that line item is going to be  for you know whatever services you offer so for   instance if you're doing skill nursing if you're  in a state that allows you to do skill nursing   under your home care license you're going to do  a line item for skilled nursing and then that way   when you are creating the invoice is going to be  a lot faster so you're not typing it in all the   time right each time so you're going to have a  line item for skilled nursing a line item four   personal care line item four companion sitter  whatever it is that you're offering those those   Services you're gonna put those lion items  create those line items right and then under   um that line item right that task if you  will you're gonna have a spot where you can   um put in a description in the description that's  when I would itemize some of the tasks that you   um will be doing under that title if you will so  if you're doing personal care you're helping with   ADLs blah blah blah blah companion blah blah blah  blah right skill nursing blah blah blah the reason   why I recommend you do that up front because  some of you may be like I don't do that it's not   necessary I'm always thinking about the future and  setting you up for Success when you start working   with some of the third party payers like long-term  Insurance in particular they like to see itemized   most of them like to see itemized invoicing if  they do not have some type of proprietary software   that you're going to use for billing and majority  of them don't so you're going to be using your   invoicing system and then that way it's saving  you time and then you're able to give them that   itemized um statement and then say if they're very  very specific and they only want to see the task   um that you're doing for that  particular um client then you still can   uh click on that um line item that that task  right or uh service and then you can just   backspace and delete the things that you don't do  like if you break down the ADLs you can backspace   the ones that you're not actually performing  for that client hopefully that makes sense so   um if you have any questions of course you could  just jot them down below but you want to be very   um specific and strategic when you're  setting it up to save you time going forward   um I personally don't recommend just having one  line item and then you know billing everyone under   that I like when you're very specific and then  it saves you time on the back end because then   you have clients that will call you most of the  time it's not going to be the client it'll be a   family member that's that may be paying for  services for his or her loved one and then   they're gonna say well what did you do especially  when you have a lot of hours and then they're just   looking at that bottom line if you're not detail  oriented and you're just putting Monday Tuesday   Thursday you know or you're just doing it by the  week which I don't recommend billing by the week   meaning on one line item so you're putting in you  know today's date right and then you're saying 800   for the week of so and so I don't recommend that  that causes a lot of questions and concerns with   families so you want to be as clear and clarify  what it is that you're doing to alleviate any   potential like oh this is expensive or what are  you charging for or my mom said she wasn't here on   this day break it down per day so if you're going  there Monday through Friday line item for Monday   line item for Tuesday line item for Wednesday line  item for Thursday line item for Friday and then   that way it's very crystal clear and then you're  documenting what it is if it's personal cares   personal care if it's companion it's companion Etc  okay so it's very simplistic guys don't overthink   this the number one thing again this is my third  time I'm saying it that's how important it is is   to have a professional invoicing system and be  in a position where you can do your invoices   quick you're able to manipulate them if you  need to so say you you're using QuickBooks   and you send out an invoice and you're like oh I  forgot a date or oh I I added a day oh I forgot   the caregiver left an hour early it's not a  problem you just bring that invoice up click   on it you can tweak it and save it the other thing  I really love about QuickBooks is that QuickBooks   um allow you to see when the client actually opens  the um invoice every single time they open it and   it also keeps a track of any time you make any  changes it's great for record keeping so guys I'm   not going into detail on QuickBooks because it is  an awesome awesome uh service um software however   I would definitely say do your due diligence do  your due diligence and I'm actually going to put   a link down below um I do have an affiliate link  with QuickBooks I just thought about that where   um I usually only give it to my VIPs this is the  first time I'm giving it out I'm gonna post it   below if you use QuickBooks Online it gives you  I think a 50 credit it is an affiliate link so   I probably would get a 50 credit or a gift card  or something like that not sure because again I   only use it with my VIP clients however if you  click it I know there's some type of incentive   and don't hold me to the 50 guys don't say coach  Michelle said get 50 it may be a first month free   I don't know but you will get something if  you use the link so um guys definitely like   the video and subscribe definitely you want to  subscribe and then turn on your notifications   so every time I drop a video you will be notified  so um take care guys God bless happy holidays and   I will see you on the next video I am literally  dropping four videos today so take care God bless