When a third party (such as a family member) agrees to pay a top-up contribution towards a client's care, you need to record the contributor's details and create an agreement in A4W. Once set up, A4W can automatically raise invoices to the third party for the agreed amount.
Add a third party contributor
Navigate to Clients > Third Party Contributions.
Search for and select the client.
Click New to add a new contributor.
Enter the contributor's details:
Title — the contributor's title.
Surname — the contributor's initial and surname.
Debtors Ref — the debtor reference for the third party.
Relation (optional) — the relationship to the client, for example brother or daughter.
Enter the contributor's address:
Select Use Billing Address if the address has already been set up as the billing address on the client's record. The address populates automatically.
Select Other to enter the address directly.Enter the Invoice From date — the date from which the third party will be invoiced.
Tick Pays by Direct Debit or Standing Order if applicable.
Click Save.
Create a third party agreement
After saving the contributor details, set up the agreement that defines the contribution amount and period.
Click the Agreements section.
Click New to create a new agreement.
Enter the agreement details:
Agreement Date — the date the agreement starts.
Date Sent — the date the agreement was sent to the third party.
Date Returned — the date the signed agreement was returned.
Expiry — only enter this if the agreement is for a fixed period. Leave blank for ongoing agreements.
Weekly rate — the weekly amount of the top-up contribution.
4. Click Save.
📌Note: Once the agreement is in place, A4W will include the third party contribution on invoices raised during the normal residential invoice batch run.
View third party details in Client Enquiry
You can view third party information directly from Client Enquiry:
Open Clients > Client Enquiry and select the client.
If the client has a third party contributor, the Third party (optional) dropdown is enabled.
Select the third party to view their agreements, transactions, and credit control details.
Right-click the third party for quick access to maintain details, maintain agreements, or print a letter.
To return to the main client record, set the dropdown back to blank.