The Reports tab
The Reports tab is your starting point for invoicing. It displays all visit records in a line-by-line view, one row per visit, and gives you the tools to filter, correct, and act on that data before you create any invoices.Filtering visits
Use the filter bar at the top of the Reports page to narrow down which visits are shown. Filters can be combined for more targeted results.| Filter | Options |
|---|---|
| Date range | Last 7 days, Last 30 days, This month, Custom range |
| Status | Completed, Pending, Overdue (and others) |
| Carer | One or more carers |
| Client | One or more clients |
| Contract | Active contracts assigned to visits |
Pagination and sorting
- Choose how many entries appear per page: 10, 25, 50, or 100
- Sort the table by carer name, client name, date, hours, or billable amount by clicking any column header
Editing visit durations
If a visit duration needs correcting before you invoice, you can update it directly in the Reports table without opening the full visit record. Click on the time field in the relevant row to make it editable, update the duration (for example, change 1 hr to 1 hr 30 min), then click the tick/checkmark to save your change.Quick actions on selected visits
Tick the checkbox next to one or more visit rows to reveal the bulk action buttons:- Generate Invoice — only available for visits with a Completed status
- Complete — marks selected visits as completed
- Delete — permanently removes selected visit records
Quick view
Click the view icon in the Actions column of any row to open a quick-view panel where you can review and edit full visit details without leaving the Reports page.Contract column
The Contract column shows which contract a visit is assigned to. If a visit has no contract assigned, this column will be blank — make sure visits are linked to the correct contract before generating invoices.Exporting reports
Two export options appear at the top of the Reports page:- Export Current Page — downloads a CSV containing only the rows currently visible (based on your active pagination setting)
- Export All Data — downloads a CSV containing all records that match your active filters, regardless of pagination
Creating invoices from completed visits
Once you’ve reviewed and corrected your visit data, follow these steps to generate invoices in bulk.Filter for Completed visits
On the Reports tab, set the Status filter to Completed. Apply any additional filters (date range, client, contract) to scope the visits you want to bill.
Select the visits to include
Tick the checkbox next to each visit you want to invoice. To select all visible rows at once, tick the checkbox in the table header row.
Click Generate Invoice
With at least one visit selected, click the Generate Invoice button that appears in the bulk actions bar. This opens the invoice review panel.
Review the invoice summary
Elate groups the selected visits by client and shows you a summary before any invoice is created. Review:
- Total hours across all selected visits
- Total amount based on the contract rates applied
- Number of invoices to be generated (one per client)
Set the due date
Choose a Due Date for the invoices. This defaults to 30 days from today — adjust it if your billing terms differ.
Add notes (optional)
Enter any additional notes to appear on the invoice, such as a reference number or a message for the recipient.
Generate Invoice is only available when the selected visits have a Completed status. If the button is greyed out, check that all selected visits are completed and that they are assigned to a contract with defined rates.
Managing invoices in the Invoices tab
The Invoices tab lists all invoices your organisation has generated. Each invoice moves through a defined status flow as you process it.Invoice status flow
| Status | When it applies |
|---|---|
| Draft | Immediately after the invoice is generated — not yet sent to the client |
| Awaiting Payment | After the invoice has been sent to the client by email |
| Paid | After you have marked the invoice as paid |
Viewing an invoice
Click the invoice number in the list to open the full invoice details, including line items, hours, amounts, and any notes you added during generation.Sending an invoice by email
Confirm or update the recipient
Elate pre-fills the recipient email address from the contract linked to that client. You can edit this address before sending if needed.
Other invoice actions
From the Invoices tab, you can take the following actions on any invoice:- Mark as Paid — updates the invoice status to Paid
- Download PDF — saves a copy of the invoice to your device
- Delete — permanently removes the invoice