Elate's Finance module helps you manage reports, invoices, and contracts in a central place. This guide walks you through each feature step-by-step.

1. Accessing Finance

• Log in as an Admin, or Superadmin
• Click on Finance from the left-hand menu
• You'll see three tabs: Reports, Invoices, and Contracts

2. Reports Page – Reviewing Visits

This page shows all visit records in a line-by-line view.

Key Features:

• Filters: Search by carer, client, contract, status, or date range
• Pagination: View 10, 25, 50, or 100 entries per page
• Sorting: Toggle by carer/client name, date, hours, or billable amount
• Editable fields: Click on the time field to quickly update durations (e.g. change 1hr to 1hr 30min), and then click on the check mark to save changes.
• Selecting any of the entries by ticking the box next to it reveals the quick action buttons to:
  • Generate Invoice (only available for completed visits)
  • Complete
  • Delete
• Quick View: View and edit visit details directly from reports by clicking on the view icon in the “Actions” column
• The contract column shows which contract a visit belongs to (if assigned)

3. Filtering Visits

Use the filters to narrow down your report:

• Date Range: Last 7 days, 30 days, this month, or custom range
• Status: View visits by status (e.g. Completed, Pending, Overdue)
• Client or Carer: Filter by one or more clients or carers
• Contracts: Filter by active contracts assigned to visits

✅ Tip: Filters can be combined for more targeted reporting

4. Exporting Reports

At the top of the Reports page:

• Export Current Page – Saves only what’s currently visible (e.g. 10 entries or based on the pagination selected)
• Export All Data – Saves all filtered data into a downloadable CSV

5. Creating Invoices from Visits

You can bulk-generate invoices from completed visits.

Steps:

1. Filter for Completed visits
2. Tick the visits you want to include
3. Click Generate Invoice
4. Review:
   • Total hours
   • Total amount
   • Number of invoices (grouped per client)
5. Set a Due Date (defaults to 30 days ahead)
6. Add any extra notes
7. Click Generate – Invoices appear in the Invoices tab as Drafts

6. Sending & Managing Invoices

In the Invoices tab, you’ll see a list of generated invoices.

Status Flow:

• Draft → after generation
• Awaiting Payment → after sending
• Paid → once marked as paid

Actions:

• Click invoice number to view details
• Send via email:
  • Uses email address on the contract
  • Can edit recipient
  • Email includes a PDF attachment
• Mark as Paid / Delete / Download PDF

7. Managing Contracts

The Contracts page lets you manage client rates and groupings.

Overview:

• See all contracts and statuses: Active, Expired, Terminated
• View number of clients per contract
• Optional: Add Total Contract Value

Contract Details:

• Click into a contract to:
  • See start/end dates
  • View or add assigned clients
  • Edit weekly assigned hours per client
  • Access each client’s profile or schedule
  • Remove or add clients as needed

Setting Rates:

• Go to the Rates tab
• Define services and hourly rates
• This rate is used to calculate invoice totals

Contract Actions:

• Edit contract details or rates
• Download, print, or delete contracts

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