There are two types of invoices you may receive from us:

1. Professional Services Invoice: This covers costs such as implementation, travel, or specific setup expenses. This invoice is usually straightforward, showing the agreed-upon costs for the consultancy work performed. Typically, we invoice a portion of the implementation cost in advance.

2. Recurring Fees Invoice: This covers the cost of your monthly subscription with Provet Cloud. As this invoice can be a bit more complex, we will explain how it is calculated and provide an example of what it looks like.

Users

You are invoiced for users/departments monthly in advance, with the charges automatically calculated by the system. The invoice amount is based on the highest number of active users in the previous month. For example, if you deactivate a user in February, you will be charged for that user in March, but they will be removed from your April invoice.

It is your responsibility to archive any users who should no longer be active in your system. For instructions on how to archive a user, see Managing User Accounts.

If you know someone is leaving the company soon or going on an extended leave (such as parental leave), you can set an expiry date for the user in advance.

Base Fee and Departments

Typically, Provet Cloud is set up with one department per clinic. If you have one clinic, you have one department in Provet Cloud; if you have multiple clinics, you have multiple departments. The Base Fee is charged per department and is therefore multiplied by the total number of departments. For example, if you merge two clinics or close a clinic, you can remove that department in Provet Cloud to stop being charged for it.

When does invoicing for an archived department stop?

Departments are invoiced monthly in advance, based on the number of active departments in Provet Cloud. The invoice reflects the highest number of active departments at the end of the previous month. For example, if you deactivate a department before the end of February, it will not appear on the March invoice.

It is your responsibility to archive any departments that you no longer need. For instructions on how to archive a department, see Archive a Department.

Transactional Fees

Some add-ons you may choose to use are charged on a transactional basis. These fees are calculated based on usage and added to your invoice monthly in arrears. Examples of transactional fees include charges for sent SMS messages, PACS studies, active worklist integrations, e-invoices, or referrals through the Referral Portal.

Payment Options

You can pay your invoice via bank (wire) transfer or credit card. Please note that bank fees may apply to your transactions.

Value-Added Tax / Sales Tax

Both implementation and recurring services are invoiced from our Finnish entity, Nordhealth Finland Oy. Therefore, we do not charge VAT or sales tax if your company is located outside Finland.

Invoicing Details and Splitting Invoiced Amounts

Invoices are automatically generated based on your usage of Provet Cloud, with the number of users, departments, and transactions calculated and added to your monthly invoice. As a result, only one invoice is generated per Provet Cloud environment (not per department or clinic), following a set format.

If you have multiple departments and need to allocate costs between them for internal invoicing, you can view the breakdown in your Provet Cloud environment. For instance, to view SMS usage by department, follow the instructions below. Users are added at the organisational level, but you can assign them to specific departments by setting the home department in each user's profile.

To view SMS usage:

1. Go to Reports > Communication > Sent SMS Messages.

2. In the report, select the desired period.

3. To view data for all clinics simultaneously, select Department under the Group by option.

4. Generate the report. The report shows the SMS consumption by clinic.

Example Invoice

See below an example of how a recurring invoice can look and what information it contains.

Updated 03 September 2024 08:15