Wellbeing Hubs for Professionals: How to send invoices to Kara Connect for sponsored credit sessions.

This article explains how and when to send invoices to Kara Connect for sessions which are covered by "Sponsored Credits".

Please Note: If you are reading this article, it means that a member of the Kara Connect Customer Success Team mentioned to you that any invoices paid by credits will be paid by Kara Connect.

There are other payment types. To learn about other types of payments, please see here.

Wellbeing Hub sessions which are covered by sponsored credits

If you are joining or have joined any of our Wellbeing Hubs, you will have clients whose sessions are covered by what we call Credits. These credits are sponsored by the employers that partner with Kara Connect.

Each employee has a limited number of credits that they can use with professional/s of their choice through their Wellbeing Hub, and each credit equates to one session between a professional and a client.

Clients using Wellbeing Hub credits: When a client books a session using a sponsored credit, please always use the following steps to see if the session was booked using a credit.

1. Check in the Sessions tab of your account (Best practice - always do this whenever you receive a booking through Kara Connect)

In the Sessions tab (as per the GIF below), you will see that the client's session is covered by a Wellbeing Hub credit.

2. Check after the session has ended
Once the session is finished, you will see the payment summary screen beside the Payment method field; this will say Credit if the session was covered by a sponsored credit.

 

3. Check the Payments tab in your Kara Connect account

You can see if the payment has been completed and covered with a sponsored credit by checking in the Payments tab and navigating to Unpaid.

(i) Go to the Payments tab.

(ii) Click on Unpaid.

(iii) Find the relevant session and click on the 3 dots on the right-hand side of it.

(iv) Click View Details.

• If the Sponsor field has the Employer's name beside it, the session was covered by a sponsored Credit.
• If the invoice doesn't have a Sponsor section, then this booking was not covered by a sponsored credit and you need to collect payment directly from the client using other payment methods, details of which can be found here.
  
  Booking covered by a Credit                               Booking not covered by a Credit 

             

 

Processing a Payment that is showing as "Unpaid"

In some instances, you may have forgotten to complete the Payment after the session took place.

Although it is strongly encouraged that you should always mark the session as completed after it takes place, it is possible to rectify this by navigating to the session in the Unpaid section of the Payments tab.

To complete and process the invoice, you need to:

(i) Go to the Payments tab.

(ii) Go to Unpaid and find the relevant session.

(iii) Click on the 3 dots on the right-hand side of the session and click Edit Payment.

• If the session was booked with a credit, it will send you to the Session Completed screen (as per below screenshot), where you need to click Confirm to process the payment.
  
  
• If the session was not booked with a credit, then it will ask you to process the payment using your own method of collecting payment from a client (in this case, it is the professional's responsibility to collect payment using Kara Pay or your method of collecting payment. Please find more information here)

Finding the method of payment for a paid session in your Kara Connect account

(i) Go to Payments in your Kara Connect account.

(ii) Click on Paid.

(iii) Find the relevant session.

(iv) Here you can see that the payment method is set as Credit.

 

Sending invoices to the Kara Connect accounts department at the end of the month for any completed sessions which are covered by sponsored credits

For any sessions booked with Credits, where your Kara Connect Customer Success Manager has informed you to invoice Kara Connect, please send the invoices at the end of every month to accounts@karaconnect.com.

If you submit your invoice by the 3rd working day of the following month, payments are scheduled by the 7th working day of the following month.

For example: for all of your sessions in January, please send us the invoice before the 3rd working day of February and we will schedule payment by the 7th working day of February for invoiced sessions which took place between the 1st-31st of January. Please make sure to include the dates of the sessions carried out during this month.

1. The Exported Payments file

Please export the data into MS excel by doing the following:

(i) In your Kara Connect account, go to Payments and then select Paid.

(ii) Filter by the required dates of your invoice

• Make sure to select type Credit.
  This will show all sessions on the dates selected where the payment was Credit.

(iii) Click Export. In the export screen, make sure to select:

• Sponsor
• Transaction date
• Service Name
• Service Price
• Service Currency
• Professional Name and Email
• Type and Sponsor

(iv) Click Export. This will download a list of all payments. You can select those marked as Credit.

Please include the total amount of sessions without your clients' names.

For data privacy we DO NOT require your clients names.

 

Your Export File will look like this in Excel

Please note that all the services will how Payment Type Credit.

2. Your Invoice

Using the payments file that you have downloaded by following the steps above, please create an invoice.

Please remember to save the invoice as a PDF prior to sending it to accounts@karaconnect.com.

In your invoice, please include:

• Total Cost
• Your email address
• Professional Name (Your name)
• Date and time when the session/s took place
• Your Bank Details.

Please do not share any information about the client (such as client names or emails)

 

You are welcome to download and amend this template as per your needs.
Please click here to download the template as a MS Word doc.

Kara Connect VAT Number

 

What if the session was not charged by sponsored credits? How can I charge for these sessions.

If any sessions from our Wellbeing Hubs programme are conducted without credits, it is your responsibility to arrange payment options with your client. To learn more about how to process payments, please click here.