A GP locum invoice generator built around your sessions

Most invoice errors begin before the document is created. A date is copied from the wrong diary, a revised rate is missed, parking is entered twice or one completed session never reaches the invoice register. Starting with a reviewed session record reduces that repeated entry and preserves the link between the work and the bill.

In airGP, the calendar and session record can hold the organisation, date, fee, expenses and pension context used by the invoice workflow. You can then create a PDF, download it or email it, while retaining the invoice record for payment follow-up. The generator improves the process; you still approve the underlying facts and final document.

The practice should be able to identify the supplier, match every line to its rota, confirm the agreed amount and make payment without another email. Include the correct supplier and customer details, a unique invoice number, invoice and due dates, dated work descriptions, rates, separately stated expenses, total, terms and payment details.

Additional legal details depend on whether you invoice personally, as a sole trader or through a company. Pension notes and purchase-order references depend on the arrangement. airGP does not determine those requirements, so confirm them with the practice and your accountant before relying on a standard setup.

Log the booking with the right organisation and agreed rate. After working, update any genuine variation and add only expenses that belong in the record. Select the relevant uninvoiced sessions for that organisation, create the invoice, inspect every line and open the PDF before sending.

If the practice accepts a monthly batch, several sessions can be grouped when the organisation and arrangement match. Do not group unrelated customers or obscure different rates. Once sent, keep the status as unpaid until bank evidence confirms receipt, then record the actual paid date.

A controlled template is reasonable for a locum who sends very few invoices. A spreadsheet can add a register and calculations. Both depend on careful manual links between the diary, invoice file, sent email and bank. The administrative risk rises as the number of practices, sessions and payment terms grows.

A connected generator is strongest when the same data needs to support the calendar, invoice, unpaid list, earnings report and tax export. airGP is designed for that operational workflow. It is not a full statutory accounting ledger and does not replace the bookkeeping or company accounts your structure may require.

An invoice is not paid merely because it was emailed. Review unpaid records regularly and check the due date, recipient and any response before chasing. A first reminder should be concise: identify the invoice, work dates, amount and due date, reattach it if useful and ask for confirmation or an expected payment date.

airGP keeps invoice email logs and supports payment reminder emails, so you can see relevant follow-up before sending another message. When the money reaches your bank, record the paid date. If the amount differs, investigate a partial payment, combined receipt, deduction or error rather than marking the invoice fully paid without explanation.

At month end, compare completed calendar sessions with invoiced sessions, then compare paid invoices with bank receipts. Review cancelled invoices rather than deleting history, and investigate gaps between work performed, invoices issued and cash received. Those three totals can legitimately differ, but every difference should be explainable.

Connected session, invoice, mileage and expense data can feed airGP earnings summaries, dashboard reporting and tax exports. Supported MTD workflows can use structured records for quarterly preparation. The generator does not decide the accounting basis, allowable expense or tax treatment; confirm those decisions with your adviser.