A GP locum invoice generator built around sessions, not blank documents

A template solves the appearance of one invoice. A generator should solve the repeated process: take known session data, reduce copying, create a stable invoice record and leave a status to review later. That difference becomes material when you work at several practices or combine multiple dates on one invoice.

Copy-and-paste creates plausible errors. The previous invoice number survives, the old practice email is left in place, a session date is omitted, or the total is changed without updating a line. Starting from logged sessions does not make checking optional, but it reduces the number of facts you must recreate.

Log the work first and use the invoice screen to choose the relevant completed sessions. Sessions for the same organisation can be brought into one invoice where that matches your billing arrangement. Review the practice, dates, descriptions, fees, pension context and any costs before creating anything.

You can create the invoice PDF without emailing it, or create and email it as part of the flow. Download remains available where a practice uses a portal or you prefer to send it through your own route. airGP records the invoice; it does not submit ordinary invoices to an NHS body or guarantee that the recipient will pay.

If you work one ad-hoc Friday session, record that date and create a one-session invoice immediately. If you cover every Tuesday at the same surgery and the practice accepts monthly billing, select those dates for one invoice and retain each line. The practice can check the rota while you preserve the component sessions.

Suppose the practice agreed to reimburse £7.20 parking. Keep that amount distinguishable from the clinical fee. If an invoice remains unpaid after the agreed date, its unpaid status lets you find it for a reminder. When it clears, use the bank date as the paid date rather than today's review date.

An invoice list becomes useful when status means something. Unpaid is work awaiting a matched receipt. Paid has a verified date. Cancelled preserves the historical fact that an invoice existed without presenting it as collectible income. Do not cancel and recreate records casually just to make a list look clean.

Practice-level history also helps you answer precise questions. Instead of telling a manager that “June's invoice” is missing, you can identify the invoice, dates, amount, original PDF and email activity. That makes routine follow-up easier for both sides.

Invoice data can sit alongside expenses, mileage, pension logging and exports used for tax or accountant preparation. The connection is administrative: airGP helps retain and export records. It does not determine whether an expense is allowable, decide pension eligibility, give accounting advice, recover debts, or guarantee payment.

For supported MTD workflows, accurate source data still needs user review. For pension administration, retain the session and organisation context and follow the current official process. The generator is most valuable as one reliable part of that wider record chain.