Automated Invoices

GP Wales generates invoices based on your external shifts and accepted shifts. While the system automatically imports invoice data from accepted shifts, external shifts must be added manually before the end of the month to be included in the current invoice cycle. This article outlines the key steps for invoicing, adding external shifts, common issues, and solutions to ensure your invoice is accurate and processed on time.

Invoices are based on the data from your External shifts and the data from Accepted shifts.

External Shifts

External shifts are shifts that you secure independently of GP Wales or through external bookings. To ensure these shifts are included in your invoice, they must be added manually before the end of the month. If you miss the deadline, the shifts will only appear in the following month’s invoice.

How to Add an External Shift:

1. Navigate to the “Shifts” section in your account.

2. Click “Add External Shift.”

3. Fill in all required details, including:

   • Date and Time

   • Location

   • Fee

   • Shift Type

4. Double-check the fee and shift details before saving.

5. Click "Save" to finalize the entry.

If you don’t enter a fee for the shift, it won’t appear on the invoice, as all shifts need a fee to be included. Invoices cannot be generated for shifts with missing prices, so be sure to review the fee before submission.

Common Issues:

• No price entered: If a price is not entered, the shift won’t appear on the invoice, and you may miss out on compensation for that shift.

  • Solution: Always ensure the fee is included when adding an external shift. If you forget to add the fee, you’ll need to manually adjust it in the next month’s invoice.

• Late shift entries: External shifts must be added before the end of the month to be included in that month's invoice. Any shifts added after the deadline will appear in the following month's invoice.

  • Solution: Set reminders at the end of each month to review and add external shifts on time.

Accepted Shifts

For shifts that have been accepted through the site, the shifts data will be automatically pulled in from the shift details and will use the accepted fees. 

Invoices are sent once at the end of each month. If an invoice is incorrect, it can only be fixed in the next month’s invoice. We cannot edit invoices in between. Late invoices (for missed shifts) will be included in the following month’s batch.

To ensure your invoice is accurate, follow these steps:

• Add all external shifts before the month ends.

• Double-check that all shift details are correct.

• If you miss adding shifts, they will only be invoiced the following month.

Shift Cancellations

• If the shift was invoiced for the previous month and then cancelled, you cannot retroactively remove it from the previous invoice.

• The cancelled shift will appear in the next month's invoice, but the fee will either be refunded or adjusted based on the cancellation agreement.

Common Issues:

• Cancelled shift still appears on the invoice: If a cancelled shift remains on your invoice, you’ll need to ensure the cancellation was logged in the system. If it was not, you may need to follow up with the practice to correct the record.

  • Solution: Contact GP Wales support if the system hasn't updated automatically after a cancellation.

Shift Price Changes

If the price for a shift changes, you will need to manually update the external shift before the invoice is finalized or "Raise a Fee Query" if it's an accepted shift.. Changes to the fee can happen for various reasons, such as rate negotiations or updates from the practice.

How to Handle Price Changes:

• If the price changes before the invoice is generated, you can update the fee for the external shift by editing the shift in your account.

• To Raise a fee Query, please see below for instructions.

• If the price changes after the invoice is generated, you will not be able to adjust the current month's invoice. The adjustment will only be reflected in the next month's cycle.

Common Issues:

• The shift fee is incorrect after it’s been added: If you notice the price is wrong, you’ll need to update it manually in your system. However, this adjustment won't reflect until the following month's invoice.

  • Solution: Always double-check the price at the time of booking and ensure it’s correct before saving.

How to Raise a Fee Query – Step by Step

1. Log into your GP Wales account.

2. Go to the “Shifts” section.
   Navigate to the relevant shift—this must be an accepted shift (not cancelled or pending).

3. Click on the shift to view the details.
   Review the information shown to confirm that the issue is with the fee, not something else like shift times or location.

4. Click “Raise Fee Query.”
   You’ll find this option near the fee or payment summary section of the shift view.

5. Write a clear, professional message.
   Use the message box to describe the issue. Be specific about what was agreed and how the current amount differs. Examples:

   • "The agreed fee was £100/hour, but the system shows £85/hour."

   • "The shift extended by 1.5 hours, but the fee hasn’t been adjusted."

6. Include relevant details or evidence.
   If possible, reference previous communications or agreements. You can copy text or screenshots into the message to support your claim.

7. Submit the fee query.
   Once sent, the Practice Manager will be notified and can respond, clarify, or update the fee.

Missed Shifts

If you forget to add a shift or miss a shift within the current month, it will not be included in the current invoice. Instead, it will appear in the following month’s invoice. While this won’t affect your payment, it could create discrepancies in your accounting or budgeting.

How to Handle Missed Shifts:

• Late Addition: If you realize you missed a shift after the month’s deadline, you can add it manually, but it will only appear on next month’s invoice.

• Late Payment: Any shifts missed in the current cycle will be included in the next cycle, and you’ll be compensated accordingly, but there may be delays in receiving payment.

Common Issues:

• Missed shift that should have been included: If a shift you’ve completed isn’t showing in your invoice, double-check if it was added before the end of the month.

  • Solution: For future shifts, set a reminder to review all shifts before the end of the month.

Editing and Updating Invoices

Once an invoice has been issued, it cannot be edited. GP Wales does not allow invoice modifications in between months. If there is an error with your invoice, it will need to be corrected in the following month’s invoice cycle.

How to Address Invoice Errors:

• If a shift was incorrectly invoiced, you’ll need to wait until the next cycle to correct the error.

• You may need to contact GP Wales support to explain the issue, especially if the invoice was generated based on incorrect data from accepted shifts.

Common Issues:

• Invoice shows incorrect shifts or fees: If the system pulls incorrect data, reach out to support for assistance. They will help resolve the error in the next month’s cycle.

  • Solution: Confirm the shifts are accurate in your system before the end of the month, and be proactive about notifying GP Wales about any discrepancies.

Locum Hub Organiser

For those who prefer more control over their invoices, Locum Organiser can be used to manage shifts and create invoices manually. Locum Organiser allows you to import shift data from GP Wales and manage pricing, hours, and other details outside the GP Wales system.

How to Use Locum Organiser:

1. Import your shift data from GP Wales.

2. Manually adjust any fees, rates, or shift details if necessary.

3. Generate the invoice based on your own preferred formatting and include external shifts as required.

Common Issues:

• Mismatch between GP Wales data and Locum Organiser data: Ensure that your external shifts are properly reflected in both systems. If you manually adjust data in Locum Organiser, it might not sync correctly with GP Wales.

  • Solution: Regularly update both platforms and ensure consistency in shift details.