Use a manual charge for a charge or adjustment that is not tied to a shift, such as a delivery correction, eligible cancellation, transport correction or non-face-to-face support.

You need Invoicing Add permission to add a charge and Invoicing edit access to change one. Invoicing must be enabled. Prepare the participant, real delivery date and eligible support first.

Open Finance›Billing and select Add manual charge. The drawer is titled Manual charge / adjustment.

1Choose the participant first.
2Choose the eligible service; this sets its unit and price context.
3Enter minutes for this hourly support.
Unsaved manual charge for Mavis: selected hourly support, 30 minutes and a $60 hourly rate.

Complete the charge and its evidence

Field	What to enter
Approved quote reference	Shown for quote-required supports. Record the approved quote.
Participant	Choose the participant, or participants when creating. Each receives a separate charge.
Worker	Optional worker attribution.
Support code	Choose a support after selecting a participant. This sets the unit and can prefill the rate.
Billable time / Hourly rate	For hourly supports, enter minutes and the rate per hour.
Quantity / Unit amount	For other supports, enter the quantity and price per unit.
Type	Choose the kind of adjustment.
Allowed purpose	Required for One-off charge, Extra billing item and Rate/quantity correction. Choose Support delivery correction or Billing reconciliation to match the actual reason.
Date	The actual service date.
Cancellation reason	Required for a cancellation charge.
Irregular SIL preconditions confirmed	Required when the type is Irregular SIL claim. Check the support is eligible and all stated conditions are met.
Description	Optional explanation of the charge.

Choose Type by the actual service or correction, then check its extra requirements:

Type	When to choose it	Extra checks
One-off charge	A permitted standalone charge not already represented by another charge.	Select Allowed purpose and check the supporting delivery or reconciliation record.
Extra billing item	A permitted additional item supported by the actual service records.	Select Allowed purpose. This does not permit a surcharge or additional fee.
Rate/quantity correction	A verified correction to the rate or billable quantity.	Select Allowed purpose and avoid duplicating an existing charge. Correct an issued line through its credit workflow first.
Cancellation charge	An eligible cancellation under the applicable support and notice rules.	Choose Cancellation reason and check eligibility and evidence. Selecting this type does not establish a right to charge.
Transport correction	A correction to eligible transport billing.	Match the support, unit, quantity and evidence to the actual transport service.
Non-face-to-face charge	Eligible non-face-to-face work for the participant.	Use a support that permits the activity and keep evidence of the actual work.
Irregular SIL claim	Eligible irregular supported independent living support.	Choose an eligible support and confirm every stated precondition, including the participant or nominee’s agreement before the payment request.

A type describes the claim’s purpose. It does not make an otherwise ineligible service billable.

The drawer previews the Billable quantity and total after a support is selected. Positive billable quantities round upward to two decimal places. Hourly quantities are decimal hours, although the time input is minutes.

1Choose the kind of correction.
2Record why the correction is allowed.
3Use the actual service date.
4Explain which source record the correction reconciles.
Unsaved manual correction shows Rate/quantity correction, Support delivery correction, service date and source explanation.

Check pricing and eligibility

A catalogue price limit can prefill the rate. You may lower the rate. For capped supports, a rate over the applicable limit shows an inline error and prevents saving. NDIS limits are GST-inclusive, so no extra GST is added to the limit.

Use Approved quote reference for a quote-required support. The simplified drawer no longer has Budget checked or general Evidence fields. Check the actual budget and supporting records before saving; the charge can still need review in Billing. Quote-required and negotiated-price supports need the relevant supporting evidence. Whole-unit and SIL eligibility rules still apply. For Irregular SIL, read and confirm the preconditions; choosing a support not flagged for that claim shows a warning.

There is no GST picker in this drawer. New charges use the default GST code under Account›Invoicing. Editing keeps the charge’s existing GST code.

Save and review

Select Add adjustment. Review the resulting charge in Billing. Its readiness depends on the evidence and current checks; saving a manual charge does not itself guarantee that it is ready to invoice. Read the resulting queue and every warning.

If it appears in Needs attention, open it and read every warning. Add a missing approved quote reference or correct the relevant source record where appropriate. Use Confirm charge only after reviewing the unchanged values and accepting responsibility for the listed warnings. See Review billing warnings.

When creating for several participants, check the result message carefully. If only some charges saved, resolve the named failures and add only those failed charges again.

Edit or archive

Open an unissued manual charge, select Edit charge, change the values and select Save changes. It is checked again on save. Reconfirm Irregular SIL preconditions when required.

To decide not to bill the charge, select Archive, then confirm Archive charge?. This excludes it from current billing and budget totals while keeping its history. Issued lines are corrected through Invoices and credit notes.

Watch out

The description is checked for prohibited fee patterns, including gap fees, surcharges, late payment fees, exit fees and additional fees. Remove an impermissible charge rather than changing its description to avoid the check.

Preserve the source and check the result

For a correction to an already issued plan-managed or self-managed invoice, create a credit first and edit the charge returned to Billing. Do not add an unrelated duplicate manual charge to alter an issued line. An NDIA document has its own payment/recovery evidence workflow.

After Add adjustment or Save changes, find the saved charge in Ready to bill or Needs attention and compare its quantity and amount. A manual charge does not create worker clocks, approve attendance or change payroll. Archive it if the decision is not to bill.

Worked example: a verified delivery correction

Suppose a separately verified 30-minute support for fictional participant Mavis was omitted from billing and is not already represented by a shift charge or issued line. Select Mavis first, then the matching eligible hourly Support code. Enter 30 in Billable time, not 0.5: this input is minutes. At an agreed Hourly rate of $60, the preview should show 0.50 hr (30.00 min) and $30.00.

Choose Rate/quantity correction and Support delivery correction, set the actual Date, and describe which delivery record the correction reconciles. The type describes why you are adding the charge; the support code describes the service being billed. An optional Worker attributes the charge but does not pay that worker.

Check the preview before Add adjustment. Changing participant or support can reset the pricing inputs, so check them again. After saving, find the one intended charge in Billing and verify its date, quantity and amount. For a mistake, edit the open charge and save again; for an issued line, use its credit workflow first. Do not add this example if the original $30 charge already exists.

Add a manual charge