How do I view account balance and invoices in Family Portal?

You can view the client's latest account balances and download invoices directly from the family portal. 

Important note: depending on the agency's family portal is set up, you may not have access to information about both a client's invoices and account balances. Your view may differ slightly from what is shown in the images below.

Select which type of device you are viewing the family portal from below:

• Computer/tablet 
  • Enabling selective view of billable invoices
• Smartphone

Please note that only balances and invoices associated with private individuals funding the client's services (client individual funders in AlayaCare) will appear in the family portal. 

Viewing account balances and invoices (computer/tablet)

The client's current total balance will be displayed under Recent Activity on the Home tab. This amount represents the client total balance taking into account all invoices issued and payments received by the agency so far. Select Invoice history to open a list of invoices issued by the agency for the client's recent services.

To view a breakdown of this account balance by, go to the Profile tab. In the account balance section, you will see how much each person paying for the client's services currently owes or is owed by the agency.

Select Invoice history to view the full list of invoices.

In the list of invoices, you will see the following details for each invoice issued by the agency for the client:

• Invoice #: select the invoice number to download a copy of the invoice.
• Invoice date: the date the invoice was issued by the agency.
• Amount billed: the total amount billed for the client services listed on the invoice.
• Amount paid: the amount that the client or one of their payors has paid toward the invoice.
• Adjustment: the total amount of any changes made to the amount billed on the invoice after it was already sent.
• Balance: the current balance owed for this invoice.
• Status: the current status of the invoice. The status will be sent until the entire balance has been paid, after which the status will become paid. 

You can select  to filter the invoice list by invoice number, status, or a date range.

Please note that as of November 2023, users will find that invoice details are now viewable, even if the invoice has yet to generate a PDF version, as shown in the example below.

Billing Contact-only Invoices

For some users, having a limited view on the invoices associated to a specific client is beneficial, as it helps to know which invoice is to be paid by the billing contact. In order to have this limited view, users are to check the ACL ("permission") called View My Invoices under Client Portal Roles > Accounting. The ACL is set to be disabled by default. Enabling the ACL allows the user to only view Client Individual type invoices for which the user is the billing contact. 

Viewing account balances and invoices (smartphone)

Scroll down to view the client's current total balance from the Home tab under Recent Activity.

This amount represents the client total balance taking into account all invoices issued and payments received by the agency so far. Select Invoice history to open a list of invoices issued by the agency for the client's recent services.

To view a breakdown of this account balance by, go to the Profile tab and scroll down. In the account balance section, you will see how much each person paying for the client's services currently owes or is owed by the agency.

Select Invoice history to view the full list of invoices.

In the list of invoices, you will see the following details for each invoice issued by the agency for the client:

• Invoice #: select the invoice number to download a copy of the invoice.
• Invoice date: the date the invoice was issued by the agency.
• Amount billed: the total amount billed for the client services listed on the invoice.
• Amount paid: the amount that the client or one of their payors has paid toward the invoice.
• Adjustment: the total amount of any changes made to the amount billed on the invoice after it was already sent.
• Balance: the current balance owed for this invoice.
• Status: the current status of the invoice. The status will be sent until the entire balance has been paid, after which the status will become paid. 

You can select  to filter the invoice list by invoice number, status, or a date range.