1
Access the client profile
- Navigate to Clients → Profile.
- You’ll see a list of all clients in your database.
- Select the client you want to set up invoicing for.
2
Understand the accounting code
- On the client profile, locate the Accounting Code field.
- The accounting code is a mapping code that links Visualcare data to Xero (or your accounting system).
- It determines which contact in Xero invoices will be sent to.
3
Link a client to Xero
- Click the Accounting Code dropdown.
- If the client is not listed in Xero:
- Click Send Contact to Xero.
- This will create a contact in Xero using the data from Visualcare.
- After this, the Accounting Code field will populate with the client’s name, confirming they are now in Xero.
4
Set up a payer
The Payer represents the entity responsible for paying invoices on behalf of the participant (e.g., a plan manager or NDIS for agency-managed clients).To create a payer:
- Navigate to Maintenance → Payers.
- Create a new payer (e.g., Plan Manager or NDIS).
- Assign an Accounting Code that maps to the corresponding Xero contact.
- Back on the client profile, select the payer from the dropdown.
When exporting invoices, the system will reference the payer’s accounting code to send invoices to the correct Xero contact. Some providers prefer leaving the payer blank and using the client’s accounting code directly - this allows invoices to be addressed to the client but still send to the plan manager email within Xero.
5
Handle mixed plan-managed and agency-managed services
- Create two separate agreements for the client:
- Plan-managed services - payer can be left blank (system defaults to the client accounting code).
- Agency-managed services - payer must be set as NDIS.
- Link the agency-managed agreement to the NDIS payer, which in turn links to the NDIS accounting code.
- This ensures invoices are sent to the correct payer for each type of service.