Being able to manage all costs and expenses associated with client care is paramount for many care organisations. These costs include travel expenses incurred by support workers travelling to visits (provider travel) and providing transport during visits (client transport). This article covers how to add, enable, edit and archive provider travel and client transport rates in Lookout.
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FAQs
How to add Provider travel rates
Go to Settings and then select Provider travel rates.
Select New Provider travel rate.
Enter the relevant Rate details and Pricing.
Under Finance & invoice settings, ensure that you select the appropriate options for how the rate will be taxed.
Note: the rate tax fields are mandatory.
Select Save.
The Provider travel rate has now been saved.
How to edit and archive Provider Travel rates
To make adjustments to a travel rate, select the more options menu (▪▪▪) next to the desired rate and select Edit.
Make your adjustments to the Rate details and Pricing and select Save.
Review your changes and select Save.
To archive a travel rate, select the more options menu (▪▪▪) next to the desired rate and select Archive.
How to enable or disable Provider travel rate collection
From the Provider travel rates screen, select the 'Collect provider travel information' checkbox and select Save changes. This will enable the function.
To disable, uncheck the box and select Save changes.
How to add Client Transport rates
Go to Settings and then select Client transport rates.
Select New client transport rate.
Enter the relevant Rate details and Pricing.
Under Finance & invoice settings, ensure that you select the appropriate options for how the rate will be taxed.
Note: the rate tax fields are mandatory.
Select Save.
The client transport rate has now been saved.
How to edit and archive Client Transport rates
To make adjustments to a transport rate, select the more options menu (▪▪▪) next to the desired rate and select Edit.
Make your adjustments to the Rate details and Pricing and select Save.
Review your changes and select Save.
To archive a travel rate, select the more options menu (▪▪▪) next to the desired rate and select Archive.
FAQs
What does the 'Collect provider travel information' checkbox do?
This will toggle provider travel on/off for your organisation. When the checkbox is not selected it means that helpers won't be asked to fill in the time and/or distance it took to travel to a visit upon check-out.
How to enable or disable Provider travel rate collection
How do these rates link to visits?
When creating a visit, you will be able to select the rate at which the client will be charged for travel.
Why are travel rates separate?
Travel rates operate differently from visit rates and have different units of measurement.