Creating Invoices for Employers

AdviserAide allows you to create invoices for both clients and employers. This page explains how to invoice employers for services such as accreditation applications, job checks, and other employer-related work. To learn more about the Employer Management feature, see Employer Overview.

Creating an Invoice for an Employer

The process for creating an employer invoice is identical to creating a client invoice. The key difference is that you select an employer instead of a client.

Option 1: From an Employer Case

Navigate to the employer case

Open the case you created for the employer (e.g., an Accreditation or Job Check case).

Go to the Finance tab

Click on the Finance tab in the case profile.[SCREENSHOT PLACEHOLDER: employer-case-finance-tab.png] Caption: Finance tab in an employer case Highlight: Red square around the Finance tab

Click Create Invoice

Click Create Invoice. The invoice creation form opens with the employer and case already pre-selected.

Creating an invoice from the case Finance tab automatically links the invoice to that specific case, making tracking easy.

Option 2: From the Invoices Page

Navigate to Invoices

Click Invoices in the left-hand navigation menu.

Click Create Invoice

Click Create Invoice in the top-right corner.

Select the employer

In the Client dropdown field, search for and select the employer organisation (not an individual client).

Start typing the company name
Select the employer from the dropdown results

[SCREENSHOT PLACEHOLDER: create-invoice-select-employer.png] Caption: Selecting an employer in the invoice form Highlight: Red square around the Client dropdown showing employer selection

Link to a case (optional)

If the invoice relates to a specific case (like an accreditation application), use the Client Case dropdown to select the relevant employer case.This links the invoice to the case, making it appear in the case’s Finance tab.

Sending Invoices to Employers

After creating the invoice, send it to the employer:

Review the invoice

After saving, the invoice details page opens. Review the information to ensure everything is correct.

Click Email

Click the Email button in the top header.[SCREENSHOT PLACEHOLDER: employer-invoice-email-button.png] Caption: Click the Email button in the invoice header Highlight: Red square around the Email button

Compose email

The email screen opens showing:

Left side: Email body (customize the message)
Right side: Preview of the invoice PDF that will be attached

[SCREENSHOT PLACEHOLDER: email-employer-invoice.png] Caption: Email invoice to employer Highlight: None needed (full email screen view)

Send

Click Send Email to send the invoice to the employer’s email address.

Advance Payments for Employers

Just like client invoices, you can create advance payments (proforma invoices) for employers. This is useful when you need to collect payment before starting work on an accreditation or job check application. To create an advance payment for an employer:

Navigate to Advance Payments

Click Advance Payments in the left-hand navigation menu.

Click Create Advance Payment

Click Create Advance Payment in the top-right corner.

Select the employer

In the Client dropdown, search for and select the employer.

Complete the form

Fill in the advance payment details just as you would for a regular invoice.

Send to employer

Save and email the advance payment to the employer for upfront payment.

For complete details on advance payments, see Advance Payments.

Contracts and Forms for Employers

Just like client contracts and forms, you can use employer placeholders in contract templates and PDF forms. This allows you to automatically populate employer details (company name, address, contact information, etc.) in your documents. For details on using employer placeholders in templates, see Using Contacts in Contract Templates.

Next Steps