GP locum invoicing resources: from completed session to paid invoice

A polished PDF is only one output. The real system begins with the booking and ends when the receipt is matched. It should show which sessions were completed, what was agreed, which organisation owes the money, whether an invoice was sent, when it became due, what follow-up occurred and when payment arrived.

A Word template can produce a valid-looking invoice while leaving those controls scattered across a diary, spreadsheet, sent folder and bank account. That may be manageable for occasional work. As volume grows, a session-led workflow reduces retyping and makes omissions easier to find.

Record the practice's billing identity and accounts contact, not only the familiar surgery name. Confirm the date, expected hours or session scope, fixed or hourly fee, reimbursable travel or parking, cancellation terms, pension arrangement and any purchase-order requirement. A short written confirmation prevents an invoice query weeks later.

Organisation management in airGP keeps practice details available for future sessions and invoices. Pension context can be recorded as Form A and B, GP SOLO or No Pension where appropriate to the workflow. This does not decide the correct category; it keeps your chosen, verified arrangement visible.

Update the session if actual hours, fees or agreed expenses changed. Then create the invoice from the reviewed record. Give every invoice a unique reference, show each work date clearly, separate expenses from clinical fees and use a total that can be recalculated. Check the recipient, bank details and PDF before sending.

airGP can generate invoice records and PDFs from session data, download them or email them from the invoice workflow. Several relevant sessions for the same organisation can be grouped when that matches the practice arrangement. The connection saves re-entry; it does not remove your responsibility to confirm the final document.

Completed work, invoiced value and cash received are three different measures. A locum may have worked £8,000 in a month, invoiced £7,350 and received £6,200. Treating any one figure as the whole story hides sessions awaiting invoice or invoices awaiting payment.

Use invoice status and paid dates to make those gaps visible. airGP retains unpaid, paid and cancelled invoice history, supports email logs and payment reminders, and feeds connected records into earnings and tax reporting. Bank evidence remains the final check that money arrived.

When the due date passes, first confirm that the invoice reached the right person and contains everything required for approval. Send a short factual reminder with the invoice number, amount, session dates and due date, attaching the invoice again where useful. Ask for receipt or a payment date rather than assuming bad faith.

If the practice raises a genuine query, resolve it and record the outcome. If an invoice remains unpaid, move through a consistent escalation process and seek appropriate advice before formal recovery. airGP's reminder and email-log tools provide an administrative trail; they are not debt recovery or legal advice.

Once a month, compare the calendar, session list, invoice register and bank receipts. Investigate missing sessions, duplicate lines, unexpected totals and stale unpaid invoices. Check expenses and mileage while receipts and journeys are still memorable, and retain documents that explain material items.

At quarter or year end, structured exports are more useful when the underlying records have already been reconciled. airGP connects sessions, earnings, expenses, mileage, pension information and property records with tax exports and supported quarterly MTD workflows. The software helps assemble the records; you or your adviser remain responsible for completeness and tax treatment.