Wellbeing Hubs: How to send invoices to Kara Connect

This article explains how and when to invoice your sessions to Kara Connect.

Please Note: If you are reading this article, it means that a member of our 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 paid through employee 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 subsidised 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. 

 

Clients using Wellbeing Hub credits: When a client books a session using a subsidised/sponsored available credit, please note the following to see if a session was booked by a "Sponsored Credit" or Not.

1-Check within your Calendar:

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

2-Check After your call has ended (Session Completed): Once the session is completed, you will see the payment summary screen under Payment method: "Credit".

 

3- Check on the Payments Tab:

Finally you can also see if this payment has been completed and paid using Sponsored Credits, under Payments Tab > Unpaid.

1- Go to the Payments Tab

2- Click on Unpaid and find the session invoice

3- Click on the 3 dots and click "View Details"

• IF the invoice has "Sponsored = "NAME of the Wellbeing Hub" section for example Sponsor: Company name, then it suggest this session was completed using Sponsored Credits.
• If the invoice doesn't has a "Sponsor" section then this booking was NOT paid with Credits and you need to collect payment directly with your Client using other payment methods. More information here
  
  Examples:
  Booking Paid with Credits (Sponsored)        Booking Without Credits (Sponsored) 

             

 

Processing a Payment that is showing "Unpaid"

In some instances you might have forgotten to complete the Payment after the session took place. Don't worry, you will be able to see the invoice in your "Unpaid" Section under the Payments tab.

To complete and process the invoice, first you need to:

1- Go to the Payments Tab

2- Click on Unpaid and find the session invoice

3- Click on the 3 dots and click "Edit Payment Method"

4- To process the payment and complete your invoice click on the 3 dots again > Edit Payment >

• If this was booked using Credits it will send you to the Session Completed Screen (as per below screenshot) where you need to click Confirm to process the payment.
  
  
• If this session was NOT booked with Credits, then it will ask you to process the payment using any of the payment integrations you have (In this instance it is your responsibility to chase and collect payments using Kara Pay or your own systems. More information here)

Finding a Payment Type in your Kara Connect Portal

1. Go to the menu at the top of your portal.

2. Click Payments.

3. Here you will see all of your payments.

4. Find the Client name and click on the eye symbol next to the client name (as per the below).

5. Here you can see that the payment method is set as Credit.

 

Sending invoices to Kara Connect at the end of the month.

For any subsidised 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 invoices 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, 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 excel by doing the following:

1. In your professional Kara Connect account, go to the tab in the top menu called: Payments > Select Paid Sessions.

2. Filter by the required dates of your invoice

• Make sure you Select the Payment type Credit (This will show all sessions on the dates selected where the payment was "Credit"

3. Click Export. During the Export Screen make sure to select (check):

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

4. 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.

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.