Manage invoices, payments, and corrections

Prerequisites and role: Solo and Agency owners/admins have invoice permissions; advisors and assistants need explicit per-member grants for each invoice action (viewing the Invoices destination alone grants nothing). Verify the placement, recipient, move-in contract, entitlement and disclosures. Stripe online checkout additionally requires a ready agency-owned connected account; QuickBooks Online is optional.

Steps: 1. Open Invoices, select or create the correct draft, and verify contract basis, move-in facts, line items, recipient and required disclosures before approval and issue. 2. Check actual delivery state; record real offline payments with their date and reference or use the configured Stripe checkout where available. 3. Compare settlement and provider records; use credits, refunds, clawbacks, voids, or superseding invoices for corrections instead of rewriting issued history.

Expected result: a fixed issued invoice and traceable settlement/corrections distinguish expected, issued, paid and refunded money.

Exceptions and recovery: if denied, ask the owner/admin to review the exact invoice capability. If Stripe onboarding is incomplete or a charge is uncertain, inspect connected-account readiness and provider/ledger status before retrying; do not mark paid from a timeout. If QuickBooks sync fails, reconcile from the SeniorPath ledger rather than replacing it.

For optional online payments, your agency is the invoice issuer and merchant of record and owns its connected Stripe account, payouts, refunds, disputes, and Stripe relationship. Stripe processing charges vary under the agency's Stripe agreement; SeniorPath does not promise a fixed processing rate. SeniorPath separately charges an application fee of 0.4% on Solo payment transactions and 0.1% on Agency payment transactions, based on the connected account's plan/fee snapshot shown in payment settings; changing plans does not automatically rewrite that snapshot. Stripe fee refunds require reconciliation and are not guaranteed in full. QuickBooks Online sync is optional and does not replace SeniorPath's settlement ledger.

Operator duty: distinguish expected, invoiced, paid, credited, and refunded amounts; reconcile provider and ledger records; and resolve ambiguous payment outcomes before changing status.

Family visibility: a client or family recipient can see the invoice and payment information delivered to them. Facility or partner invoices, internal fee terms, settlement notes, and accounting configuration remain private.

Reverify: confirm entitlement and recipient immediately before issue, reconcile after every settlement event or provider error, and review retention terms before any clawback.