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Payments

The Payments sections allow you to manage all billing activities within the Sensible Care platform. You can create and submit invoices for services delivered, and track their progress through the approval and payment workflow.

To access these sections, click Payments from the left-hand navigation menu.

Important: The Invoices section is only enabled after the Compliance Officer has reviewed and approved your compliance documents. If your compliance documents are incomplete, pending, or not yet approved, invoice creation will remain restricted until your compliance status is confirmed as approved.

Payments

Overview​

The Payments section allows you to view and track all submitted invoices and their current payment statuses within the Sensible Care platform. This section provides a complete record of every invoice you have created, along with its processing progress through the approval workflow.

How the Payment Approval Process Works​

Once you have submitted an invoice through the Invoices section, it goes through a two-stage approval process before payment is processed.

Stage 1 — Care Manager Review​

The Care Manager assigned to the client will receive a notification about the submitted invoice.

The Care Manager will verify that:

  • The services billed are valid
  • The invoice accurately reflects the services delivered
  • The billing aligns with the client's care plan

Once satisfied, the Care Manager will approve the invoice and it will progress to the next stage.

Stage 2 — Account Manager Verification​

The Account Manager will receive the approved invoice for final verification.

The Account Manager will validate that:

  • The service description correctly matches the corresponding service code
  • The billing configuration is correct

This validation is performed using an automated verification process.

Final Approval​

Once both the Care Manager and Account Manager have approved the invoice, the status in your Payments section will update to Approved, confirming that the invoice has been fully processed and payment will be initiated.

Payment Status Tabs​

The Payments page organises all invoices into the following status tabs, allowing you to quickly filter and monitor your invoices at each stage of the approval workflow:

TabMeaning
SubmittedInvoices submitted and currently awaiting review by the Care Manager
ApprovedInvoices reviewed and approved by both the Care Manager and Account Manager, confirmed for payment processing
RejectedInvoices rejected during the review process — may need to be reviewed and resubmitted with corrected information
ClaimedInvoices fully processed and claimed for payment

Viewing and Searching Invoices​

Each invoice entry in the Payments section displays the following information:

  • Invoice ID
  • Client name
  • Care Manager assigned to the client
  • Invoice total amount
  • Date of submission
  • Current status

Searching for an Invoice​

Use the search bar to find a specific invoice by entering:

  • Invoice ID
  • Client name

Sorting Invoices​

Invoices can be sorted using the following options:

  • Date Newest
  • Date Oldest
  • Amount High to Low
  • Amount Low to High

Invoice & Payment Status Reference

StatusMeaning
SubmittedInvoice has been created and submitted, awaiting Care Manager review
ApprovedInvoice has been approved by both Care Manager and Account Manager
RejectedInvoice has been rejected and requires correction or resubmission
ClaimedInvoice has been fully processed and claimed for payment