Once your shifts are logged, creating an invoice takes only a few steps. Choose the shifts at one pharmacy, add mileage and expenses, set your terms, and Pharmosphere prepares a tidy invoice for you to send yourself.
Turn logged shifts into a ready-to-send invoice#
Pharmosphere does the calculations for you. You choose the shifts at a single pharmacy, add anything extra, set your payment terms, and receive a clean invoice ready to send. It prepares the invoice and tracks its status — nothing more.
You send it, not us
Pharmosphere never sends the invoice or chases payment on your behalf. It prepares the PDF and tracks its status, but you send it to the pharmacy yourself and stay in control of when and how it goes out. The app never holds, moves or requests money, and never contacts the pharmacy for you.
Add your payment details before you invoice
You can log shifts without payment details set up, but you'll want them in place before you create an invoice so the pharmacy knows how to pay you. Add them in invoice settings; if they're missing, you'll see a reminder.
Create the invoice#
- 1
Open the new invoice form
Go to /invoices/new. You can also start from a logged shift, which pre-selects its pharmacy and ticks that one shift for you. If all your un-invoiced shifts are at the same pharmacy, the shifts hub shows a Ready to invoice banner that opens the form with that pharmacy already chosen.
- 2
Choose the pharmacy
Pick the Pharmacy from the dropdown. Each option shows how many un-invoiced shifts you have there. An invoice covers one pharmacy at a time.
- 3
Group by week or month (optional)
Use the All shifts / By week / By month toggle to decide how to gather shifts. Pick By week or By month to reveal a Choose a week or Choose a month dropdown, where each option shows its shift count and total (for example "July 2026 — 5 shifts · £800.00"). Selecting one ticks just those shifts and pre-fills a matching note. If there's nothing to group, you'll see "No shifts to group at this pharmacy."
- 4
Tick the shifts to include
Under Shifts to include, tick the shifts you want. By default all the pharmacy's un-invoiced shifts are ticked — use the Select all / Clear all toggle to switch them quickly. Each line shows the shift date, hours, rate and total.
- 5
Claim your mileage
If your selected shifts include mileage, a Claim mileage option appears with your total miles across those shifts — and it's ticked for you automatically so captured mileage isn't lost. Leave it on to add a mileage line and adjust the Rate per mile (£) if needed (it starts at 0.55 — the current HMRC mileage rate for the first 10,000 business miles), or untick it if you'd rather not claim it this time.
- 6
Add any other expenses
To invoice anything else, use Add expense under Other expenses. Type a description (for example, parking or a GPhC fee share) and the amount. Add as many lines as you need, or remove one with the X.
- 7
Set the date and payment terms
Set the Issue date and pick your Payment terms — 7, 14 or 30 days. The due date is worked out for you and shown just below.
- 8
Add notes if you wish
Add anything else in Notes (optional), such as a PO number or a brief note of thanks.
- 9
Check the total and create
Check the running Invoice total, then select Create invoice.
New invoice · #0042
DraftTotal £460.40
PDFAfter you create it#
Your invoice is saved so you can review it and send it to the pharmacy yourself — you stay in control of when and how it goes out.
Need to fix a typo or add a PO number afterwards? Open the invoice and use Edit on the Notes section.
Next, track and chase payments once the invoice has gone out, or read more on claiming expenses and mileage.