Client Contribution & Co-Payment Collection

Q: Can the automation handle partial payments or payments with unclear references?

The system automatically matches clear payments and marks invoices as paid; partial or mismatched payments are flagged for staff to investigate and reconcile manually.

Q: Will residents and families still receive payment reminders if they are overdue?

Yes, the system identifies overdue accounts and notifies finance staff to send reminders; staff can then contact residents directly or use automated email reminders.

Q: Does the automation work with our existing accounting system and payment gateway?

The automation integrates with mainstream accounting systems and payment processors; your FullSpec team will configure the specific connections during setup.

Q: What happens to invoices and payment data already in the system before automation starts?

Existing invoices and payment records are preserved; the automation begins processing new invoices and payments from the go-live date forward.

Collecting the client-funded portion of care alongside subsidised funding.

1.1k hrs

Manual time identified

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About This Automation

Collecting resident contributions and co-payments manually requires staff to identify eligible residents, calculate amounts across multiple funding sources, create invoices one by one, and chase overdue payments repeatedly.

Automation identifies residents due for billing, calculates contributions based on funding rules, generates and sends invoices automatically, matches incoming payments to invoices, and flags overdue accounts for targeted follow-up.

Key features:

Automatically identify residents due for monthly billing based on care level and funding source

Calculate contribution amounts using resident funding rules, subsidies, and exemptions

Generate and send invoices to residents or family members without manual data entry

Match incoming payments to invoices and mark them as paid in real time

Flag overdue accounts and partial payments for staff review and follow-up

Produce monthly collection reports showing payment status and trends

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual contribution calculation Finance staff must cross-reference multiple documents to determine the correct amount for each resident, creating delays and calculation errors.	80%
2	One-by-one invoice creation Each resident invoice is created manually in the accounting system, consuming time and introducing data entry errors.	67%
3	Repeated overdue follow-up Staff must call or email residents multiple times to chase overdue payments, consuming significant time and creating poor resident experience.	53%
4	Manual payment matching Incoming payments must be manually matched to invoices in the accounting system, with unclear references requiring investigation.	40%
5	Month-end reporting burden Finance staff compile collection rates and payment trends manually in spreadsheets, delaying management visibility.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.3/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.4/ 10

Hidden Overhead™

7.1/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Monthly Billing Cycle Startstrigger

On the first of each month, the automation is triggered to begin the billing cycle for all active residents.

2. Fetch Resident & Contribution Data

The automation retrieves the list of active residents, their funding sources, care levels, and contribution amounts from the facility management system or a linked database.

3. Calculate Contribution Amount

The automation reviews each resident's funding source, care level, and any subsidies or exemptions, then calculates the correct contribution or co-payment amount.

4. Create Invoice

For each resident, the automation creates an invoice with the resident name, amount, due date, and funding source code.

5. Send Invoice via Email

The automation sends the invoice PDF to the resident or their nominated family contact, with a standard payment reminder message.

6. Monitor Payment Status

The automation monitors incoming payments and automatically matches them to invoices, marking invoices as paid when payment is received.

7. Flag Overdue Invoices

The automation identifies invoices that are 7 days overdue and sends an automated reminder email to the resident or family member.

8. Generate Collection Report

At month end, the automation compiles a collection report showing payment status, overdue amounts, and collection rates, and posts it to a shared Google Sheet for management review.