Statement Management
Learn about the Statement Management Settings in Maica
This article explains how Statement Management is used to generate Support at Home Service Agreement Statements in Maica. It covers what the process does, how to run it, and how statement data is structured once generation is complete.
What does Statement Management do?
Statement Management generates Service Agreement Statements for a defined period by:
Identifying eligible Support at Home Service Agreements
Creating a Statement Header for each Agreement
Creating Child Statements for each Active Funding Stream
Linking all relevant Invoice Line Items
Calculating opening balances, expenditure, and closing balances
Each run produces a complete statement structure that can be used for reporting, compliance, and document generation.
Generating a Statement
The below steps detail the process of generating a Statement from start to finish.
1. Kicking off the process
By by navigating to the Settings tab in Maica.
From the packaged options, select the flow: “Generate Support at Home Statements”, as shown below.
Then enter:
Optional Service Provider filter – to restrict which Service Agreements are included.
Statement period (date range) – must be a single calendar month (e.g. 01/10/2025–31/10/2025).
Type - Define the Statement Type to be generated in the selected statement flow.
Funding Type - Define the Funding Type of Service Agreements to be retrieved by the selected statement flow.
The flow then runs based on these inputs.
2. Retrieve relevant Service Agreements
As it runs, the flow queries Service Agreements that:
Are Support at Home Agreements, and
Match the Date Range, and
Match the Service Provider filter (if provided).
The flow then loops through each Service Agreement returned.
3. Create the Statement Header for each Service Agreement
For each Service Agreement:
The flow creates a Statement Header record that will act as the parent container. The Statement Header stores:
Statement Period (start date & end date)
Status (e.g. Draft / In Progress / Completed – depending on your lifecycle)
Relationship to the Service Agreement (lookup back to the SA)
High-level summary fields (to be populated once children are processed – e.g. total expenditure, total closing balance, etc. if required).
4. Identify all active budgets / funding items for the period
The flow retrieves all Planned Budgets / Funding Item records linked to that Service Agreement.
It filters these to only those that were active during the statement period:
e.g. using start / end dates or active flags on the funding record.
The flow then loops through each active funding item.
5. For each funding item, invoke the subflow
For each planned budget / funding item in the loop the main flow calls an invocable method that starts a dedicated subflow for that budget.
This subflow is responsible for all budget-level statement logic.
6. Subflow – build the child statement and attach invoice line items
Inside the budget-level subflow:
Retrieve Invoice Line Items:
Query all Invoice Line Items that:
Are linked to the current Service Agreement,
Are funded under the current funding item / planned budget,
Have a service date or invoice date within the statement period.
Create a Child Statement record for this funding item:
Linked to:
The Statement Header (parent)
The Funding Item / Planned Budget
The Service Agreement (directly or via header, depending on your model)
Link Invoice Line Items:
For each retrieved Invoice Line Item, populate the Statement lookup so that all ILIs point to this Child Statement.
Calculate Expenditure for the period:
Sum the value of all linked Invoice Line Items.
Write that total into the Expenditure / Total Services Delivered field on the Child Statement.
This gives you the itemised breakdown (via ILIs) plus a summary expenditure total (on the Child Statement) for that specific budget.
7. Determine opening and closing balances for each child statement
For the same funding item, the flow determines the Opening Balance for the statement period using the associated Funding record:
The flow then calculates the Closing Balance:
Closing Balance = Opening Balance − Total Expenditure (for this period)
The subflow:
Writes Opening Balance and Closing Balance to the Child Statement record.
Updates the Funding record with the new Closing Balance, so it becomes the next period’s Opening Balance.
8. Final structure after the run
Once all Service Agreements and their budgets have been processed, you end up with:
8.1 Statement Header (per Service Agreement)
One Statement Header per Service Agreement for the month.
Stores:
Statement Period
Status
Link to Service Agreement
Optional roll-ups / summary totals (e.g. total expenditure across all budgets).
8.2 Child Statements (per funding item)
One Child Statement per active funding item during the period.
Each Child Statement includes:
Link to Statement Header
Link to Funding Item / Planned Budget
Opening Balance
Expenditure for the period (sum of ILIs)
Closing Balance
Any other budget-specific summary or metadata
8.3 Linked Invoice Line Items (service delivery detail)
Each Invoice Line Item for the period:
Is stamped with a lookup to its Child Statement.
These provide the full itemised breakdown required under Support at Home.
9. How this maps to the regulatory requirement
The care recipient’s monthly statement document:
Pulls from one Statement Header (per Service Agreement / month), and
Includes sections for each Child Statement (i.e. each funding stream), with:
Budget summary (opening, expenditure, closing)
Itemised list of services (Invoice Line Items) for that budget.
Behind the scenes in Maica, that is:
1 × Header
N × Child Statements (one per active funding item)
M × Invoice Line Items linked to those child statements.
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