Sometimes you need to send an invoice to someone other than the client — like a third-party insurer, employer, or NDIS provider. Pogozo lets you manage alternate billers directly from a client's profile, select them when creating or sending invoices, and even set defaults per treatment plan.
Adding an alternate biller to a client's profile
To bill a third party or alternate biller, you first need to add them as a contact on the client's profile and mark them as an alternate biller.
Go to the relevant client's profile and scroll down to Contacts. Click Add contact.
Search for the biller if they are an existing contact, or enter the their details.
Tick the Alternate biller checkbox to mark this contact as an alternate biller - this means they can be named on invoices in place of the client. Then select Add New Contact.
Selecting an alternate biller on an invoice
When creating or editing an invoice, you'll see an Alternate biller dropdown next to the client field. This lists any contacts on the client's profile who have been marked as an alternate biller, select the alternate biller you'd like to bill.
The contact's details will populate in the Bill To section of the invoice.
TIP: The invoice defaults to the client if no alternate biller is selected. Updating the default in the client's Finances section applies to new invoices only - existing ones won't change, but can be updated manually.
Once an alternate biller is linked to an invoice, it stays locked even if the client's settings are changed later.
Setting a default alternate biller in the client's Finances section
Go to the client's profile and click Finances. Scroll down to Invoice details - Alternate billers and tick the checkbox next to the alternate biller you'd like to set as the default.
When an alternate biller is selected here, their details will automatically populate in the Bill To section of any new invoices created for that client. Deselect the alternate biller to revert back to the client's details.
Alternate billers and treatment plans
When adding a treatment plan to a client's profile, you can set a default alternate biller for that plan - similar to how you can set default prices for billable items. This means any invoices created from bookings linked to that treatment plan will automatically default to the correct biller.
To add an alternate biller to a treatment plan, use the Search contact field to find an existing contact, or select Add new to create a new contact under Alternate biller.
TIP: New contacts added this way are saved to both the client's profile and your business contacts list.
Sending an invoice to a third party or alternate biller
You can send an invoice to a third party from several places in Pogozo - anywhere you see the Email to others option.
From the client's profile
Go to the client's profile and click Finances. Find the invoice you'd like to send, click the three dots and select Email to others.
From here you can manually enter an email address, or use the Select contact and/or family dropdown to choose from the client's saved contacts.
Select an email template from the dropdown if you have one saved, or write your email from scratch. Scroll to the bottom and click Send invoice.
TIP: You can send an invoice to a third party directly from Finances or when creating a new invoice.
Creating an email template for third-party invoicing (optional)
If you regularly send invoices to the same third party or alternate biller, creating a reusable email template saves time. You can pre-populate details like the client's name and the contact person's name using placeholders. See the How to manage email templates guide for more details.