Add a manual charge

Add a charge that isn't tied to a shift, then edit or remove it.

Last updated · 2 August 2026

Most charge rows come from shifts, but you can also add one by hand, for example a cancellation charge, a transport correction, a non-face-to-face charge, an Irregular SIL claim, or a one-off adjustment. A manual charge is not tied to a shift.

Open the drawer

Go to Finance ›Billing and select Add manual charge at the top right. The Manual charge / adjustment drawer opens.

Complete the fields

Fields with a red asterisk are required. Two more are required without carrying one: Type and Date both have plain labels but are still enforced when you save, so treat the asterisks as a guide rather than the full list. Some fields appear only for certain choices, so the drawer changes as you fill it in.

The Manual charge / adjustment drawer with Participant, Worker, Support code, Quantity, Unit amount, Type, Date and Description fields, and an Add adjustment button at the bottom. — 1 Participant is required. You can pick more than one; the charge is added once per participant.
2 Support code is required and unlocks once a single participant is chosen. It sets the unit and prefills the rate.
3 Type decides which extra fields appear underneath, such as a cancellation reason.
4 Add adjustment saves the charge.

Field	Required	Notes
Participant	Yes	Pick one or more. The charge is added once per selected participant.
Worker	No	Defaults to “No worker assigned”. Only support-delivery workers are listed.
Support code	Yes	Unlocks once a single participant is chosen. Selecting a code fills the rate where the catalogue has one, and sets the unit.
Billable time and Hourly rate	Time required	Shown only when the support is charged per hour.
Quantity and Unit amount	Yes	Shown for non-hourly supports. Quantity defaults to “1”.
Type	Yes (no asterisk)	One-off charge, Cancellation charge, Transport correction, Non-face-to-face charge, Extra billing item, Rate/quantity correction, or Irregular SIL claim.
Allowed purpose	Yes, when shown	Appears for One-off charge, Extra billing item and Rate/quantity correction. Support delivery correction or Billing reconciliation.
Date	Yes (no asterisk)	The service date for the charge.
Cancellation reason	Yes, when shown	Appears only for a Cancellation charge. NSDH, NSDF, NSDT or NSDO.
Irregular SIL preconditions confirmed	Yes, when shown	Appears only for an Irregular SIL claim. See below.
Description	No	Free text.

Note

There is no GST code field on this drawer. A manual charge takes the Default GST code set under Account ›Invoicing , so the code is decided once for the workspace rather than re-picked on every charge. See Invoicing settings to change it, and Generate invoice batches for what each code means on the PDF.

Note

Picking Irregular SIL claim as the Type shows a checkbox, Irregular SIL preconditions confirmed: “I confirm this is not a Regular (planned) SIL support, the participant/nominee has had the requirement and other options explained, and has agreed to this claim before the payment request (PAPL p.35).” Tick it before saving. If the chosen support code isn’t flagged for Irregular SIL claims in the PAPL, a warning appears; choose a SIL support item that permits it.

Check the rate against the NDIS price cap

Choosing a support code prefills the rate with the NDIS price limit for that support, and you can lower it: a manual charge is free to be billed under the cap. What you cannot do is go over it. Type a rate above the limit and an inline error appears under the field, “Above the NDIS price cap of $X for this support.”, and the drawer will not save until you bring it back down.

Remember NDIS price limits are GST-inclusive ceilings, so the figure in the error is the real maximum: nothing is added on top of it.

Save

Select Add adjustment at the bottom of the drawer. On success you see “Manual adjustment added.” when you chose one participant, or “Manual adjustment added for N participants.” when you chose several. If some participants failed and others succeeded, you see “Added X of N charges. Failed for [names]: [reason]” instead; fix the failures and add them separately.

A new manual charge is not linked to a plan budget, so it lands in Needs reconfirmation with the reason “Confirm this manual charge’s budget draw-down.” Open the row and use Include in billing to confirm the draw-down before it can be batched. See Fix billing blockers.

Edit or remove a manual charge

Select the manual row in either table to open the Manual charge drawer, then use the footer buttons (shown only while the row has not been batched):

Edit charge reopens the drawer as Edit manual charge. Change the values and select Save changes. On success you see “Manual charge updated.” The row re-validates on save, so it may return to Needs reconfirmation. Editing an Irregular SIL claim clears the preconditions checkbox, so re-tick it before saving again.
Remove charge deletes the row. A confirm dialog warns “This permanently removes the charge row from the register.” On success you see “Manual charge removed.”

Watch out

The NDIS prohibits certain fees on invoices: gap fees, credit card surcharges, surcharges generally, late payment fees, late fees, exit fees and additional fees. The platform checks the description you enter and blocks the save with “NDIS rules prohibit [the fee] on invoices. Remove the prohibited fee before adding this manual adjustment.” if it matches one of these.