The non-residential payment process in Provider Portal allows service providers to request payments for services delivered, review and verify provisional invoices, and submit them for processing. This article covers the full end-to-end process from requesting payments through to verification. The process applies to all non-residential services including home care, day care, and extra care.
Request payments
Log in to Provider Portal.
Navigate to Payments > Non-Residential > Request Payments.
All contracts for which you can request payments are listed. The date up to which payments have been requested is shown in the rightmost column.
Select the week ending date up to which you want to request payments.
Tick the checkbox next to each contract you want to request payments for. Use the checkbox in the header to select all contracts.
Click Submit. A worker process runs in the background to process the request.
Click the Payment Schedule link to view the results.
🤓Tip: Requesting and submitting payments for a single week at a time is best practice.
📌Note: You cannot select a week ending date in the future.
View payment schedules
Navigate to Payments > Non-Residential > Payment Schedules.
Use the Filter button to search the results.
Click All Options Selected to reveal additional search criteria.
Standard awaiting verification search
To find payment schedules that need verification, filter by the Awaiting Verification status. This is one of the most common searches for service providers.
Work with provisional invoices
After requesting payments, provisional invoices are created within each payment schedule. These represent the system's calculation of what is owed based on planned service.
View the list of provisional invoices
Each payment schedule contains one or more provisional invoices. From the payment schedule, view the list of unprocessed provisional invoices.
Filter the list
Use the filters above the provisional invoice list to narrow results by status or other criteria.
Understand provisional invoice statuses
Provisional invoices progress through several statuses as they move through the workflow.
Edit a provisional invoice
You can edit a provisional invoice to adjust the claimed amounts before verification.
Delivered units
Review and amend the delivered units where they differ from the planned service.
Non-delivery units
If service was not delivered for a specific period, enter non-delivery units with a reason. Non-delivery reasons include scenarios such as service user not in, service refused, or hospital admission.
Payment reference and invoice date
Enter a Payment Ref (your own reference for this payment) and an Invoice Date if required.
Notes
Add notes that will be visible to the local authority. The presence of a note is indicated by an envelope icon on the invoice header.
Verify a provisional invoice
By verifying a provisional invoice, you are submitting it for processing by the local authority.
Review the provisional invoice and ensure all details are correct.
Read the verification statement.
Click Verify to submit the invoice.
⚠️Important: By verifying, you are confirming that the claimed amounts are accurate. Ensure all details are correct before verifying.
Un-verify a payment
If you need to make changes after verifying, you can un-verify a provisional invoice (provided it has not yet been processed). This returns it to an editable state.
Recalculate payments
If planned service has changed, you can recalculate the provisional invoice to reflect the updated service orders.
What happens after verification
Once a provisional invoice is verified, the Create Payment Invoices job processes it. This job:
Acts on all verified provisional invoices.
Compares claimed payments and units with planned service and any payment tolerance limits.
Creates a payment invoice with a status of Unpaid if within budget (or tolerated limits).
Creates a payment invoice with a status of Suspended if the claim exceeds budget or tolerated limits.
📌Note: The Create Payment Invoices job typically runs once each night as a scheduled task, but can also be run manually.