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Manual Invoicing on LAL Pro

Learn how to create, edit, and send manual invoices, add expenses, and mark invoices as reconciled when you’ve been paid.

R
Written by Rory Kehoe
Updated this week

Overview

Manual Invoicing allows locums to create, send, and manage invoices for companies that do not use Locate a Locum’s automated payment service.
This guide explains how to create an invoice, add expenses, email the invoice to a company, and mark it as reconciled once you’ve been paid.

🎥 Video Walkthrough

This video covers:

  • How to access Manual Payments

  • How to select shifts that need invoiced

  • How to create a draft invoice

  • How to add expenses

  • How to send an invoice

  • How to mark an invoice as reconciled

Before You Start: Manual vs Automated Invoicing

Companies on LAL's managed payment service generate invoices automatically — no action required.

For all other companies, you must create a manual invoice.
You’ll see these shifts listed in your Manual Payments area.

How to Access Manual Invoicing

  1. Open My Finance.

  2. Tap Manual Payments.

  3. You’ll see a list of shifts — these require a manual invoice.

How to Create a Manual Invoice

  1. From the Need Invoiced list, select the shifts you want to include.

  2. Tap Create Invoice.

  3. A Draft Invoice is generated automatically.

  4. You can now customise the invoice before sending.

How to Add an Expense

  1. Open Manual Payments.

  2. Tap the shift you want to add an expense to.

  3. Tap Add Expense.

  4. Choose an expense type from the dropdown menu.

  5. Enter the amount.

  6. Upload a receipt if required.

  7. Add any notes.

  8. Tap Save.

Note:
Shift fees are locked for accuracy, but expenses are fully flexible.

How to Edit Invoice Details

You can update:

  • Invoice number

  • Company or branch Custom address (optional — useful for head offices)

  • Invoice date

  • Due date (customise to match company terms)

Make changes before sending the invoice.

How to Send the Invoice

  1. Scroll to the bottom of the draft invoice.

  2. Tap Email Invoice.

  3. Enter the recipient’s email address.

  4. Tap Send.

The company receives the invoice by email, and you’ll receive a copy for your own records.

How to Mark an Invoice as Reconciled

Once the company has paid you:

  1. Go to My Finance → Manual Invoices.

  2. Tap the Sent tab.

  3. Select the invoice that has been paid.

  4. Tap Change Status → Mark as Reconciled.

  5. Choose the date payment was received.

  6. Tap Reconcile to update its status.

This keeps your financial records accurate for HMRC and reporting.

Common Questions Locums Ask

Why can’t I change the shift fee on my invoice?

Shift fees are set by the company and locked for accuracy. You can add expenses, but shift fees cannot be edited.

Do I need to include all shifts on one invoice?

No — you can choose which shifts to include when creating the invoice.

Will LAL send the invoice automatically?

No. Manual invoices must be emailed manually using the Email Invoice button.

Do I need LAL Pro for Manual Invoicing?

Yes. Manual Invoicing is a LAL Pro-only feature. You’ll need an active LAL Pro subscription (or trial) to create, send, and reconcile manual invoices.

Key Takeaways

  • Manual Invoicing is used when companies do not support automated payments

  • Create invoices from the Need Invoiced list

  • Add expenses directly from each shift

  • Email invoices to companies in one tap

  • Mark invoices as reconciled once paid

  • Helps keep financial records accurate and tax-ready

Did this answer your question?