Before generating an accurate charge report, it’s important to review and reconcile all visits within the billing period. This helps ensure funders are charged correctly, and any discrepancies are resolved before exporting.
How to reconcile visits 📍
Navigate to:
Rota > Reconciliation > Charge Rates tab
Charge rates not turned on?
If charge rates haven’t been turned on for your service yet, you’ll see a “You are almost there!” prompt instead of the table, with a link through to your Finance settings to enable them.
2. Use the filters to select the billing period you want to review. 📅
The Charge Rates reconciliation table shows all visits within the selected date range where a Service User, Funder, Visit Type, charge rate has been set up.
If a visit does not have a charge rate assigned, it will not appear in the reconciliation table. Please assign a charge rate first before continuing from the Service User’s care package.
3. 🔎 Using filters to review events
Filters can help you quickly identify which visits or shifts need attention:
Status: Select “Needs attention” to view visits and shifts that haven’t been reconciled yet.
Funding type, Service User and Type of event: Narrow the table down to a specific funder, service user or visit type.
Warnings and Event status: Surface events with warnings (for example, duration discrepancy) or filter by the status of event (Done, Missed, Cancelled).
4. ☑️ Selecting events to reconcile
Use the checkbox next to each event to select individual visits
To select all events in your filtered view, use the checkbox at the top of the table.
Once selected, click “Reconcile” to confirm and charge by planned duration of visit.
✅ What Happens After Reconciliation?
Once reconciled:
The selected events are marked as “Reconciled”
Charged time updates based on planned duration
The charge amount is automatically calculated using the assigned charge rate and planned duration
The events are then included in your Charge Report 📄
✏️ Setting a Custom Charge Amount
If you need to override the automatically calculated charge for a specific visit or shift, you can set a custom charge amount.
How to set a custom charge amount
Click the ✏️ pencil icon in the “Charge amount” column
Enter the total amount to be charged to the funder for this visit
Click “Save”
✅ What happens next?
After saving:
The event is marked as “Reconciled”
“Custom charge” will be indicated under charged time
The custom amount will be used at the charged amount 💷
🚫 Don’t Charge for an Event
If a visit shouldn’t be charged - for example, it was missed or cancelled - you can mark it as “Don’t charge.”
How to mark an event as Don’t charge :
Locate the relevant visit in the reconciliation table
Click “Don’t charge” at the end of the row
Enter a reason for not charging - this is required
Click “Save” 💾
✅ What happens next?
Once saved:
The event is marked as “Reconciled”
No charge is applied to the visit ❌💷
The reason is recorded for future reference