Review billing warnings

Open Needs attention at Finance›Billing and select a charge. The drawer explains each warning and, where your access permits it, links to the relevant source record. A charge can have several warnings. Read all of them alongside the displayed quantity, rate and amount.

Correct errors in Scheduling, the participant’s plan or agreement, organisation settings, or the manual charge editor as appropriate. Approved time and travel review normally carry through from Scheduling. Billing can require review again when relevant records change. Correcting current identity, contact or eligibility details can clear their warning without resaving an otherwise approved shift; it does not silently change its issued or stored charge amount.

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Confirm a reviewed charge

For an open charge in Needs attention, select Confirm charge. The dialog says:

I confirm this charge is accurate and accept responsibility for overriding the listed warnings.

Enter confirm and select Confirm to accept. The app preserves the reviewed values and records your acknowledgement. A success message reads Item moved to Ready to bill. Changed values or relevant warnings can require confirmation again.

This explicit review can acknowledge any listed warning, including budget, identity, rate, approval and historical warnings. It does not approve an assignment, create a missing agreement or budget link, change the funding route, or make an impermissible claim valid. NDIA export format checks still apply.

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Archive a charge

Use Archive when the charge should not be billed. Confirm Archive charge? to exclude it from current billing and budget totals while retaining its history. The action is available on open charges in both queues. It does not change worker pay or an issued invoice. There is no bulk confirm or archive action on this page.

Warning reference

The following are the general warning headings and the source checks they point to. The drawer can show more specific messages with actual amounts, dates and changed values. Examples below use a fictional participant and service date; your charge shows its own values. A missing historical comparison is reported as unavailable rather than guessed.

The assignment needs approval.

Review and approve the completed assignment.

Add your NDIA organisation ID in Organisation settings.

Open Organisation settings and correct the NDIA organisation ID.

Record a participant NDIS number.

Open the participant profile and record the verified NDIS number, then review this charge again.

The non-labour travel amount cannot be exported in this claim row.

Check the actual travel amount. Correct a zero or negative amount, or split a positive amount above $999.99 into eligible claim rows before export.

Complete the provider identity, bank details and payment terms.

Open settings and complete the missing details.

Record the actual delivered service date.

Check the actual delivery date on the shift or manual charge. Correct an invalid date, then review the charge again.

The delivered service is outside the payment-request time limit.

Check the actual delivery date against the payment-request time limit. Confirm charge only if you accept responsibility for submitting this late claim; keep the true service date.

The quantity or rate is invalid for this charge type.

Check the verified quantity and applicable rate, including the sign required for a credit. Correct invalid values in the source charge; Archive it if nothing should be billed.

Select a valid GST code.

Check the GST treatment against the actual support. The current manual charge editor has no GST picker: new charges use Account > Invoicing default GST, while editing preserves the existing code. Correct the relevant source or ask an invoicing administrator to review an existing invalid code. Do not expect changing the default to rewrite an existing charge. Review the inclusive amount before billing.

Select a valid claim type.

Check the recorded service, manual adjustment Type or cancellation decision that supplies this charge. Correct the actual source when it is wrong. The Billing charge drawer does not offer a general claim-type picker; an unresolved historical value needs an invoicing administrator’s review.

Select a valid cancellation reason.

Open the cancellation record and select the valid reason that matches the actual cancellation before reviewing the charge again.

Irregular SIL eligibility or required evidence needs review.

Check that the selected support is eligible for Irregular SIL. If it is, review the participant agreement and record the obligations and evidence required for this claim.

Review the SIL Exit claim dates and exit window.

Review existing SIL Exit charges for this participant and item, their service dates and the four-claim limit. Correct duplicates or dates outside the recorded exit window.

The participant budget needs review for this charge.

Open the participant plan and compare its confirmed allocation with committed charges. Correct an erroneous plan or charge, or use Confirm charge if the shown amount is accurate and you accept the warning.

This charge needs source review. Earlier values are unavailable for comparison.

The available evidence cannot identify which earlier values differ. Compare the shown support, quantity, rate, amount and funding with current source and delivery records. If the displayed charge is accurate, select Confirm charge to acknowledge that amount and the listed warnings. Otherwise correct the source you can verify or select Archive to remove this charge from billing.

This charge needs a current agreed support.

Review the linked support in the participant service agreement. If the displayed charge is accurate, Confirm charge can acknowledge this warning, but it does not create a missing agreement link.

Support time or selection needs reconciliation.

Open the shift and worker assignment. Check the verified worked time, billable minutes and selected support codes, including any travel labour support. Correct the time allocation or support selection that does not match the delivered service, then review the charge again.

This charge has no NDIS support code.

Review the delivered support in the participant service agreement and compare it with this charge. If the displayed amount is accurate, select Confirm charge to accept this warning. Select Archive if this charge should not be billed.

The rate or pricing region needs review for this service date.

Open Participants → Mavis Quinn → Service Agreements. Find Daily personal activities. Compare the recorded rate and region with the catalogue limit that applied on the delivery date. Correct the agreement or charge only if its values are wrong. If the displayed amount is accurate, use Confirm charge to acknowledge it. Use Archive if this charge should not be billed.

Daily personal activities needs claimability review.

Open Participants → Mavis Quinn → Service Agreements. Check the selected support for its agreed rate, required quote approval and catalogue review status. Correct only the missing or invalid evidence, then review this charge again.

The service agreement isn’t active for this charge (2026-10-16).

Open Participants → Mavis Quinn → Service Agreements. Check the agreement status and actual coverage dates. Record the valid agreement for this delivery date, then review this charge again; keep the true delivery date unchanged.

A concrete funding type is missing or invalid for this charge.

Review Mavis Quinn’s plan and agreed support, plus this charge’s funding route on the shift. Record a valid concrete NDIA, plan-managed or self-managed route at the actual source. Resolve Mixed or invalid values.

Invoice contact is incomplete for this charge.

Open Participants → Mavis Quinn → Service Agreements. Open the active agreement and go to Invoicing. Add the invoice recipient name and email for the funding type, then review this charge again.

The recorded support time needs a matching time-band code.

Open Participants → Mavis Quinn → Service Agreements. Add the matching time-band variant of Daily personal activities to the agreement. Use Edit assignment and support codes to select the eligible code, then approve the assignment again.

The agreement doesn’t permit this travel claim.

Open Participants → Mavis Quinn → Service Agreements. Verify the actual participant agreement for the relevant travel time or cost. Record only the terms agreed in advance, then review the charge.

Travel claim details need attention.

Open the shift and review the travel capture. Check the recorded kilometres and duration, the selected activity-transport or provider-travel cost code (799), and the participant terms. For provider travel, also check the destination MMM and travel-time conditions. Worker reimbursement is reviewed separately.

The travel recording needs review.

Check the recorded travel evidence, kilometres and duration against the displayed charge. Review the travel in the assignment, then approve it if the recorded activity is accurate.

This manual charge uses a quote-required code with no approved agreement support.

Open Participants → Mavis Quinn → Service Agreements. Check the approved quote for this delivery. Record its approved quote reference in the manual charge editor and review the supporting evidence, or change the charge to the correct delivered support.

This manual charge is not linked to a participant budget.

Check Mavis Quinn’s plan budget has capacity for this charge. Review the plan and charge together. The current manual charge editor has no Budget checked field. Correct a wrong source or explicitly Confirm charge only after checking capacity and accepting the shown warning. That confirmation does not create a budget link or automatic draw-down.

A group-model support code is selected on a direct or intensive shift.

Open the shift and the worker assignment support picker. Choose a delivered support that matches this direct or intensive shift. Use Group Support only when the service was actually delivered as a participant group.

Intensive and Complex Behaviour Supports need Practice Standards Module 2A.

Confirm your organisation is registered and assessed for Module 2A (Implementing Behaviour Support Plans). Ask an owner to check Account > Features > Compliance > Registered for Module 2A (Behaviour Support Plans) against the organisation’s actual registration. Or change the support to one your organisation is registered to deliver.

Your organisation eligibility setting holds high-intensity supports (0104).

Ask an owner or admin to verify the applicable delivery and funding requirements, including registration group 0104 (High Intensity Daily Personal Activities). Ask an owner to check Account > Features > Compliance > Registered for High Intensity Daily Personal Activities (0104) against the organisation’s actual registration. Or change the support to one your organisation is registered to deliver.

Your organisation eligibility setting holds Community Nursing supports (0114).

Ask an owner or admin to verify the applicable delivery and funding requirements, including registration group 0114 (Community Nursing Care). Ask an owner to check Account > Features > Compliance > Registered for Community Nursing Care (0114) against the organisation’s actual registration. Or change the support to one your organisation is registered to deliver.

The worker marked Mavis Quinn as a no-show for this shift.

Open the shift and the worker assignment. If the notice conditions are met, cancel the participant with a Short Notice Cancellation charge. Otherwise mark it cancelled with no charge so it is not billed as delivered support.

Mavis Quinn was never picked up on this group run.

Open the shift and the worker assignment. If the absence meets the notice conditions, cancel the participant with a Short Notice Cancellation charge. Otherwise mark it cancelled with no charge so it is not billed as delivered support.

The worker recorded Mavis Quinn leaving early.

Open the shift and the worker assignment timesheet. Confirm the delivered time (adjust the billable minutes to match the actual attendance). Approve the corrected assignment in Scheduling. Billing uses that approval.

Recorded delivery is incomplete, so a scheduled duration or default quantity was used.

Open the shift and the worker assignment timesheet. Check independent delivery evidence. Enter verified actual worked time, or record why the scheduled duration accurately represents delivery. Missing original clock events stay unknown. Approve the corrected assignment in Scheduling. Billing uses that approval.

Worked time was manually edited by the office.

The clocked times were edited by the office. Approve the current times in the assignment. If the times changed after approval, open the current assignment and complete the available review workflow for the corrected times before checking Billing again.

The support funding type conflicts with its budget funding type.

Open Participants → Mavis Quinn → NDIS Plans. Set one consistent funding type (NDIA, plan, or self-managed) across the budget and its linked supports. Correct the conflicting funding records, then review this charge. If its shown values are accurate, Confirm charge acknowledges the warning.

Public-holiday data could not be loaded, so the shift was not re-priced.

Check your connection and try saving the shift again. If it keeps failing, the public-holiday information may be unavailable. Contact support.

The linked NDIS plan status or dates need review for this service (2026-10-16).

Open Participants → Mavis Quinn → NDIS Plans. Confirm the plan start and end dates cover the service date, and that the plan is current. If the participant was reassessed, record the successor plan that covers this date (Start new plan), and link the correct plan. Keep the actual delivery date unchanged.

Applicable catalogue price evidence is unavailable for 2026-10-16. Stored amounts are preserved.

Check Daily personal activities’s stored rate against the NDIS price limit in force on the service date. If the stored rate is correct for that date, use Confirm charge to acknowledge the shown amount and this warning. If it is wrong, correct the rate on the agreement or the charge before billing.

After review

Select the ready charges and generate them through Generate invoices and NDIA claims. Issued document corrections are handled separately through Invoices and credit notes.

Before confirming an override

You need Invoicing edit access. Check the charge reference, participant, actual service date, funding route and displayed amount against the evidence you have reviewed. Correct a missing or wrong source field first when possible. Confirm charge preserves the shown charge; it does not repair the source for future shifts or other charges.

NDIA organisation IDs and participant NDIS numbers must be recorded, but the app does not require the older specific digit count or prefix. Use the actual issued identifiers. Do not change a valid identifier simply to match an old help example.

Wait for the register to finish refreshing after confirmation or archival. A changed source can invalidate a review, so reopen the current warning and compare it again rather than repeatedly confirming an older open drawer.

Decide between a source correction, confirmation and archive

What you find	Appropriate next step
The participant’s invoice email is missing, but the support and amount are correct	Correct the actual recipient in the agreement, then refresh Billing and reopen the charge.
The care minutes do not match reviewed attendance	Correct and review the assignment in Scheduling, then inspect the rebuilt charge. Do not use a Billing acknowledgement as a time correction.
A displayed warning remains, and you have independently checked that the unchanged charge is accurate	Read every warning, use Confirm charge and accept the responsibility statement only when appropriate.
The service was not delivered or the decision is not to bill this charge	Use the proper source cancellation/no-charge workflow when relevant, and Archive the open charge.

For example, Mavis’s correct $30 charge with a missing invoice recipient needs the recipient fixed, not a different rate. After the fix, check both the remaining warning list and the amount. Clearing one warning does not prove the others are resolved.