As a GP locum, keeping track of your sessions and making sure you get paid on time is just as important as providing excellent patient care. One of the biggest challenges many locums face is creating professional invoices quickly and accurately. The good news? With the right system, it doesn’t need to be complicated.
In this step-by-step guide, we’ll show you how to create GP locum invoices easily — saving time, avoiding errors, and helping you stay organised.
Step 1: Collect Your Session Details
Before creating your invoice, make sure you have:
- Date and time of each session worked
- Organisation details (name, address, postcode)
- Agreed session fee
- Whether the session is pensionable
💡 Tip: Using a digital locum platform like airGP means these details are already saved and you can simply search for an Organisation or GP surgery— no need to re-enter them every time.
Step 2: Choose an Invoice Template or Tool
You have a few options:
- Word/Excel templates – Free but manual, easy to make mistakes.
- Accounting software – Designed for businesses, but often expensive and not tailored to GP locums.
- Locum platforms – Purpose-built for GPs, automatically generate invoices from your sessions.
👉 With airGP, you can create invoices in just one click, and you can copy and paste sessions. It’s free for up to 50 sessions a year, mobile-friendly, and includes pension logging.
Step 3: Add Your Personal Details
Your invoice should always include:
- Full name and address
- Email and phone number
- Bank account details (for BACS transfer)
This ensures practices know exactly who to pay.
Step 4: Enter Session Information
List each session clearly with:
- Date worked
- Location/organisation
- Hours worked
- Total per session
If the session is pensionable, mark it accordingly and calculate the precise value.
Step 5: Calculate the Total
Add up the session fees to generate your invoice total.
- If you’re self-employed, include pension contributions where applicable.
Step 6: Generate & Send the Invoice
- Save your invoice as a PDF to ensure formatting stays consistent.
- Email it directly to the practice manager or finance department.
- Always keep a copy for your records.
💡 With airGP, invoices are automatically emailed, logged, and stored securely — no more manual admin.
Step 7: Track Payments
Don’t just send and forget. Keep a record of:
- Date invoice was sent
- Expected payment date
- Whether the invoice has been paid
If payment is overdue, follow up politely with the practice manager.
💡 With airGP, you can mark an invoice as paid once you’ve received it and it will keep track of all your financial earnings.
Step 8: Track Pensions
If pension is being claimed:
- Make sure you use PCSE Online to log your pension
- Send payment to PCSE once Form A has been approved
If pension form is overdue, follow up politely with the practice manager.
💡 With airGP, you can view precise values you need to enter onto PCSE online system and mark pensionable session as logged , this will keep track of all your pension contributions.
The Easy Way: Use airGP
Instead of juggling spreadsheets or templates, you can manage everything in one place:
✅ Add sessions directly to your calendar
✅ Create invoices in one click
✅ Log pensions in PCSE online
✅ Export income for tax reporting
Best of all, airGP is free for up to 50 sessions per year, and you get 1 year of PRO tier completely free. After that, it’s just £4.99/month — much cheaper than other locum platforms.
Final Thoughts
Creating GP locum invoices doesn’t have to be stressful. By using a purpose-built system like airGP, you can cut out the admin, avoid mistakes, and make sure you’re paid on time every time.
👉 Get started with airGP today and simplify your locum life.