> ## Documentation Index
> Fetch the complete documentation index at: https://support.visualcare.com.au/llms.txt
> Use this file to discover all available pages before exploring further.

# Invoicing Requirements for Client Profiles

> Set up client accounting codes and payers so invoices export to the right contact in your accounting software

Watch the video walkthrough, then follow the steps below.

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  <iframe src="https://www.loom.com/embed/e7d6244c98534a95b9868a2f831378f5" title="Invoicing Requirements for Client Profiles" frameBorder="0" allowFullScreen style={{ width: '100%', aspectRatio: '16 / 9' }} />
</Frame>

<Steps>
  <Step title="Access the client profile">
    1. Navigate to **Clients** → **Profile**.
    2. You'll see a list of all clients in your database.
    3. Select the client you want to set up invoicing for.
  </Step>

  <Step title="Understand the accounting code">
    1. On the client profile, locate the **Accounting Code** field.
    2. The accounting code is a mapping code that links Visualcare data to Xero (or your accounting system).
    3. It determines which contact in Xero invoices will be sent to.
  </Step>

  <Step title="Link a client to Xero">
    1. Click the **Accounting Code** dropdown.
    2. 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.
    3. After this, the **Accounting Code** field will populate with the client's name, confirming they are now in Xero.
  </Step>

  <Step title="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:

    1. Navigate to **Maintenance** → **Payers**.
    2. Create a new payer (e.g., Plan Manager or NDIS).
    3. Assign an **Accounting Code** that maps to the corresponding Xero contact.
    4. Back on the client profile, select the payer from the dropdown.

    <Note>
      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.
    </Note>
  </Step>

  <Step title="Handle mixed plan-managed and agency-managed services">
    1. 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.
    2. Link the agency-managed agreement to the NDIS payer, which in turn links to the NDIS accounting code.
    3. This ensures invoices are sent to the correct payer for each type of service.
  </Step>
</Steps>