Billing & Invoices

This guide explains OnLocum's pricing structure, how invoices are generated, and how to manage your facility's payments.

Pricing Structure

How Pricing Works

OnLocum uses a transparent fee model:

• You set the worker pay rate when posting shifts
• OnLocum adds a service fee on top (visible before posting)
• Total invoice amount = Worker pay + Service fee

Service Fee Breakdown

Example Calculation

Shift: 8-hour day shift at KSh 800/hour

Volume Discounts

High-volume facilities may qualify for reduced fees:

Contact our enterprise team for volume pricing discussions.

Invoice Generation

When Invoices Are Created

Invoices are generated when:

• A shift is completed and confirmed
• Worker hours are approved
• Timesheet approval is submitted

Invoice Timeline

1. Shift Completed - Worker checks out
2. Review Period - You have 72 hours to review hours
3. Auto-Confirm - If no changes made, hours confirmed automatically
4. Invoice Generated - Invoice created immediately after confirmation
5. Payment Due - Per your payment terms

Invoice Contents

Each invoice includes:

• Invoice Number - Unique reference (e.g., INV-2026-001234)
• Invoice Date - Date generated
• Due Date - Based on your payment terms
• Facility Details - Your organization information
• Line Items - Each completed shift with:
  • Worker name
  • Shift date and times
  • Hours worked
  • Rate
  • Subtotal
• Fee Breakdown - Platform fees, taxes
• Total Amount - Amount due

Viewing Invoices

1. Go to Billing > Invoices
2. See list of all invoices
3. Filter by:
   • Status (Pending, Paid, Overdue)
   • Date range
   • Amount range
4. Click any invoice to view full details

Downloading Invoices

1. Open the invoice
2. Click Download PDF
3. Save to your device
4. Print if needed

Or download multiple invoices:

1. Select invoices using checkboxes
2. Click Download Selected
3. Receive a ZIP file with all PDFs

Payment Methods

M-Pesa Business (Paybill)

Pay via M-Pesa Paybill:

1. Go to M-Pesa on your phone
2. Select Lipa na M-Pesa > Pay Bill
3. Enter Business Number: XXXXXX
4. Enter Account Number: Your Invoice Number
5. Enter Amount
6. Enter PIN and confirm

Bank Transfer

Transfer directly to OnLocum's bank account:

Bank: [Bank Name] Account Name: OnLocum Technologies Ltd Account Number: XXXXXXXXXXXX Branch: [Branch Name] Swift Code: XXXXXXXX

Reference: Use your Invoice Number

Card Payments

Pay online with Visa or Mastercard:

1. Open the invoice in your dashboard
2. Click Pay Now
3. Enter card details
4. Complete 3D Secure verification
5. Payment confirmed instantly

Payment Terms

Standard payment terms by account type:

Changing Payment Terms

To request different payment terms:

1. Go to Settings > Billing > Payment Terms
2. Submit a request with justification
3. Our team will review within 2-3 business days

Managing Payments

Payment Dashboard

Your billing dashboard shows:

• Total outstanding balance
• Upcoming payments (next 7 days)
• Recent payments
• Invoice status summary

Payment History

View all past payments:

1. Go to Billing > Payment History
2. See:
   • Payment date
   • Amount
   • Method used
   • Invoice(s) paid
   • Reference number

Auto-Pay Setup

Set up automatic payments:

1. Go to Billing > Auto-Pay
2. Choose payment method:
   • Saved card (charged on due date)
   • Bank direct debit (where available)
3. Set maximum auto-pay amount
4. Confirm setup

Prepaid Balance

Load a prepaid balance for faster processing:

1. Go to Billing > Prepaid Balance
2. Click Add Funds
3. Choose amount
4. Complete payment
5. Balance available immediately

Benefits of prepaid:

• Instant shift confirmation
• No per-invoice payments
• Simplified reconciliation
• Volume discounts may apply

Disputing Charges

When to Dispute

You may dispute charges if:

• Hours recorded incorrectly
• Worker no-show not processed
• Duplicate charges
• Unauthorized shifts
• Rate discrepancies

How to Dispute

1. Open the relevant invoice
2. Find the line item in question
3. Click Dispute
4. Select dispute reason
5. Provide details and evidence
6. Submit dispute

Dispute Process

Dispute Outcomes

• Full Credit - Amount refunded or credited
• Partial Credit - Portion credited
• Dispute Denied - Original charge upheld
• Additional Info Needed - More details requested

Disputed amounts are held until resolved - you're not charged until decision.

Reporting and Analytics

Billing Reports

Generate reports for:

• Monthly spending summary
• Spend by department
• Spend by service type
• Year-over-year comparison

Accessing Reports

1. Go to Billing > Reports
2. Select report type
3. Choose date range
4. Generate and download

Integration with Accounting

Export data for your accounting system:

• CSV Export - For spreadsheet analysis
• PDF Reports - For records
• API Access - For direct integration (enterprise)

Tax Documents

Access tax-related documents:

• Annual spending summary
• VAT certificates
• Withholding tax certificates (where applicable)

Multi-Facility Billing

Consolidated Billing

For organizations with multiple facilities:

1. Go to Organization > Billing Settings
2. Choose billing structure:
   • Consolidated - Single invoice for all facilities
   • Separate - Invoice per facility
   • Department - Invoice by department

Allocation and Tracking

Track spending by:

• Individual facility
• Department
• Cost center
• Project code

Organization-Level Reports

Generate organization-wide reports:

• Total spend across facilities
• Facility comparison
• Budget vs. actual
• Trend analysis

Best Practices

Managing Cash Flow

1. Review invoices promptly - Don't let them pile up
2. Use auto-pay - Avoid late fees
3. Consider prepaid - For predictable spending
4. Monitor spending - Use reports regularly

Reconciliation Tips

1. Match invoice numbers to payments
2. Download monthly statements
3. Reconcile with your accounting system monthly
4. Address discrepancies immediately

Budget Management

1. Set department budgets in the app
2. Receive alerts when approaching limits
3. Review spending reports weekly
4. Adjust rates based on market data

Frequently Asked Questions

When are invoices due?

Based on your payment terms (Net 7, 14, or 30 days from invoice date).

What happens if I pay late?

Late payments may incur fees and could affect your ability to post new shifts.

Can I get a credit for cancelled shifts?

Cancellations before worker assignment have no charge. Late cancellations may have fees per policy.

How do I update my billing contact?

Go to Settings > Billing > Contacts to update email and phone for billing matters.

Can I split payments across methods?

Yes, you can make partial payments from different methods to pay an invoice in full.

Need Assistance?

For billing questions:

• In-app: Billing > Help
• Email: billing@onlocum.com
• Phone: +254 XXX XXX XXX

Next Steps

• Posting Shifts - Create effective listings
• Worker Vetting - Understand verification
• Team Management - Set up your team