From paper piles to insurance billing in one click.
Hansehelden GmbH provides household support services under §45b of the German Social Code (SGB XI) in Vorpommern – and is our own company. For the billing process with the long-term care insurance funds, we implemented Odoo and extended it with digital service records featuring signatures and consolidated billing.
Every month: paperwork, signatures, the copier.
Everyday support under §45b sounds simple – billing it is not: every client needs a signed service record each month, every insurance fund wants its paperwork, and the billing provider opta data needs its forms. As the number of clients grew, so did one thing above all at Hansehelden: the administrative effort between the visit and the money arriving.
As a digital agency with its own service company, we had the rare opportunity to solve the problem from both sides – as the ones affected and as the developers.
Odoo as the foundation, the service record tailor-made.
On Odoo Online we developed a custom service-record object: it knows the client, care level, insurance fund and hourly rate, collects the month's visits and guides users through the status workflow – from “Waiting for signature” to “Billed”. The insured person and the care worker sign digitally on the device, right at the visit.
Signed records are bundled by the consolidated billing: cover sheet, accompanying slip and the printout of all documents are generated at the push of a button, and submission to opta data is a matter of minutes. Automations send a notification for every signature – and validation logic makes sure every amount has exactly one billing route: insurance fund or private, never both.
The Cockpit: Odoo in your pocket.
For the staff out in the field we built the Hansehelden Cockpit – a mobile app on the Odoo API: the day's appointments, clocking in on site, travel times with a tap, importing visits from the schedule into the service record and collecting signatures directly on the device.
The app flags overdue records as “critical” before they turn into a billing problem. Backend and pocket work on the same data – no duplicate entry.
The project in detail.
Odoo implementation
Contacts with care level and insurance fund, accounting and automations – Odoo Online as a low-maintenance foundation.
Digital service record
A custom record object with visits, a status workflow and two-party signatures – mobile in the purpose-built Cockpit.
Consolidated billing
Signed records bundled for the insurance fund: cover sheet, accompanying slip and document printing automated – ready for opta data.
Control & data protection
One billing route per amount, validation routines against double billing, role-based access to sensitive data.
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