RE: Billing for Contract Client

Cheryl,



This entity has 200 clients, but what’s the estimated weekly/monthly value
of this deal?



Thanks,



*From:* eclark@thekey.com <eclark@thekey.com>
*Sent:* Monday, April 22, 2024 11:23 AM
*To:* 'Cheryl Cartwright' <ccartwright@thekey.com>;
michelle.kenaga@thekey.com
*Cc:* 'Timothy Thomas' <tt@thekey.com>; kristy.poyner@thekey.com;
stephanie.fuston@thekey.com; 'Taylor Cleland' <tcleland@thekey.com>;
'Laszlo Kovacs' <laszlo.kovacs@thekey.com>
*Subject:* RE: Billing for Contract Client



Hi Cheryl



Impacts to cash flow are determined by Finance & Treasury leadership, here
primarily being the delta in the cadence of payroll going out vs invoices
being paid. I hope this helps to clarify. Please let us know if you have
questions or if we can help unpack that for you further.



Elizabeth Clark

Director







*From:* Cheryl Cartwright <ccartwright@thekey.com>
*Sent:* Monday, April 22, 2024 9:11 AM
*To:* michelle.kenaga@thekey.com
*Cc:* eclark@thekey.com; Timothy Thomas <tt@thekey.com>;
kristy.poyner@thekey.com; stephanie.fuston@thekey.com; Taylor Cleland <
tcleland@thekey.com>; Laszlo Kovacs <laszlo.kovacs@thekey.com>
*Subject:* Re: Billing for Contract Client



Hi Michelle,



Cash flow should not be affected by this particular contract paying monthly
but we can wait for approval on this. The hours per client are only about 2
- 2.5 per week which is currently an increase of about 38 hours per week.
We are expecting to double or triple this in the coming weeks but again
should in no way impact cash flow.



Your summary is correct regarding the one payer (the government) for many
clients. They require monthly payments and one total bill for all services.
We do have a contract in place that took several months to achieve.
TheKey's legal team was looped in and part of the process.



Tim can provide the contact if needed.



Cheryl



On Mon, Apr 22, 2024 at 12:48 PM <michelle.kenaga@thekey.com> wrote:

Hi Cheryl,



Apologies, there are a couple different things being asked in this thread-



My understanding of this thread is we have a parent payer(one payer) that
needs to be billed for multiple clients and you would like invoices billed
monthly vs weekly on one invoice to the payer. – Is that an accurate
summary?



*Questions you have from the below thread based on if the above is
accurate-*

   1. Can we consolidate invoicing?- This is not something we can
   accommodate on a invoice pdf, however, we can offer sending the client
   reporting that has all clients listed on one report. – Will this suffice
   for your clients needs?
   2. Can we bill monthly vs weekly? We are able to accommodate this,
   however, it will impact cash flow-we will need Laszlos approval (looping
   him in here)-Can you also give the estimate of revenue we can expect as
   well as client count? (This will help determine decision making)


   1. Also to Elizabeths point can you send over the contract for this
      client?



*Michelle Kenaga*

Senior Manager Billing and Submissions

Direct line: (408) 831-0579

michelle.kenaga@thekey.com

[image: TheKey] <https://homecareassistance.com/>



*From:* eclark@thekey.com <eclark@thekey.com>
*Sent:* Monday, April 22, 2024 8:47 AM
*To:* 'Cheryl Cartwright' <ccartwright@thekey.com>;
michelle.kenaga@thekey.com
*Cc:* 'Timothy Thomas' <tt@thekey.com>; kristy.poyner@thekey.com;
stephanie.fuston@thekey.com; 'Taylor Cleland' <tcleland@thekey.com>
*Subject:* RE: Billing for Contract Client



Hi Cheryl



Do we have a signed contract with this entity that states their net terms?
If we invoiced them once a month, terms would still be net 2 otherwise.





Elizabeth Clark

Director







*From:* Cheryl Cartwright <ccartwright@thekey.com>
*Sent:* Monday, April 22, 2024 7:13 AM
*To:* michelle.kenaga@thekey.com
*Cc:* eclark@thekey.com; Timothy Thomas <tt@thekey.com>;
kristy.poyner@thekey.com; stephanie.fuston@thekey.com; Taylor Cleland <
tcleland@thekey.com>
*Subject:* Re: Billing for Contract Client



Hi Michelle,



If we present a report at the end of the month, could they then just pay at
that point? We are trying to avoid weekly invoicing going to the individual
clients receiving the services as they are part of a government program who
is paying for the care. Is billing okay with the total being paid each
month rather than weekly?



If we leave out the clients email address this would prevent the invoices
from being sent correct?



Thanks for jumping in to help here,



Cheryl



On Fri, Apr 19, 2024 at 9:21 PM <michelle.kenaga@thekey.com> wrote:

Hi Cheryl,



Thank you for raising this up. 200 clients sounds like a great opportunity!



We do not have the ability today to consolidate invoicing, however, we can
offer sending them a report at the end of each month that has all invoicing
information listed. Would this potentially suffice?



Thank you,



*Michelle Kenaga*

Senior Manager Billing and Submissions

Direct line: (408) 831-0579

michelle.kenaga@thekey.com

[image: TheKey] <https://homecareassistance.com/>



*From:* Cheryl Cartwright <ccartwright@thekey.com>
*Sent:* Thursday, April 18, 2024 12:08 PM
*To:* eclark@thekey.com
*Cc:* Timothy Thomas <tt@thekey.com>; kristy.poyner@thekey.com;
stephanie.fuston@thekey.com; Michelle Kenaga <michelle.kenaga@thekey.com>;
Taylor Cleland <tcleland@thekey.com>
*Subject:* Re: Billing for Contract Client



Sounds good.



On Thu, Apr 18, 2024 at 3:34 PM <eclark@thekey.com> wrote:

I am less in the weeds so let me connect with Michelle’s leaders, and the
group will circle back.



*From:* Cheryl Cartwright <ccartwright@thekey.com>
*Sent:* Thursday, April 18, 2024 11:33 AM
*To:* eclark@thekey.com
*Cc:* Timothy Thomas <tt@thekey.com>; kristy.poyner@thekey.com;
stephanie.fuston@thekey.com; Michelle Kenaga <michelle.kenaga@thekey.com>;
Taylor Cleland <tcleland@thekey.com>
*Subject:* Re: Billing for Contract Client



Hi Liz,



I totally get that. Is there something that is working better in another
market or another suggestion that I could put forward to the client? It
would be difficult for the region to receive say 50 different invoices x 4
at months end but maybe there is a solution that falls in the middle? We
expect there to be upwards of 200 clients in the program so definitely
looking for a sustainable solution.



I am happy to have a quick call if you want?



Cheryl





On Thu, Apr 18, 2024 at 2:23 PM <eclark@thekey.com> wrote:

Hi Tim



This is not say we should recommend something different.



I can work on a consolidated invoicing process in NetSuite but that will
take some time due to other larger priorities in the pipeline. In the
interim billing can make it work, simply sharing it’s similar to CHDC in
the manual nature of it and you can attest to that having been bumpy.



With weekly turn arounds for 5000 clients and a billing team of 4 people,
they do amazing work, we’re just not structured to accommodate that with
sustained perfection in current state.





Kind regards-



Elizabeth Clark

Director

CI & Transformation

Long Term Care Insurance Onboarding

Collections

Billing Help Desk



*TheKey*

Office|Cell : 619-822-4855

eclark@thekey.com



*TheKey.com <https://www.thekey.com/>*



[image: TheKey] <https://homecareassistance.com/>









*From:* Timothy Thomas <tt@thekey.com>
*Sent:* Thursday, April 18, 2024 6:25 AM
*To:* eclark@thekey.com
*Cc:* Cheryl Cartwright <ccartwright@thekey.com>; kristy.poyner@thekey.com;
stephanie.fuston@thekey.com; Michelle Kenaga <michelle.kenaga@thekey.com>;
Taylor Cleland <tcleland@thekey.com>
*Subject:* Re: Billing for Contract Client



Hi Liz,



This is the clients requirement. Do you have an alternative to suggest?



On Thu, Apr 18, 2024 at 8:46 AM <eclark@thekey.com> wrote:

Hi Cheryl



Looping in Billing leadership to provide direction on the best process for
this.



It’s important to note sending a consolidated invoice per month is not
something we can automate so there is a chance, despite our best efforts,
we will make a mistake there. I would encourage us to steer away from this
knowing it’s not something we can guarantee will be perfect 100% of the
time.



Elizabeth Clark

Director







*From:* Cheryl Cartwright <ccartwright@thekey.com>
*Sent:* Tuesday, April 16, 2024 11:56 AM
*To:* Elizabeth Clark <eclark@thekey.com>; Timothy Thomas <tt@thekey.com>
*Cc:* Taylor Cleland <tcleland@thekey.com>
*Subject:* Billing for Contract Client



Good Afternoon Elizabeth and Timothy,



We recently partnered with the Region of Waterloo to provide homemaking
services for their clients. They wish to be billed monthly in one entire
bill however each client needs to be set up individually in clear care.
What TAG can we apply to these clients so that the billing department knows
not to bill them weekly and instead consolidates the invoices at month's
end?



I believe this is being done for CDHC already?



Thanks for your help,



Cheryl




-- 

*Tim Thomas*

Head of Canada Division

*Please note my email has changed:*

tt@TheKey.com <tt@thekey.com>

(514) 591-9387

*TheKey.ca <https://www.thekey.ca/>*

[image: Image removed by sender. TheKey] <https://www.thekey.com/>