Where to manage billables (per client)
Open a client profile → Funding → Billable Entries.
From here you can quickly search and work with billables without leaving the client record.
Finding and reviewing billables
In the Billable Entries list you can:
Use the search box to filter by things like name, type, category, status, amount, and NDIS item number.
Click a row to open Billable Entry Details, where you can view key info like service name, employee, cost, care plan date, and status.
Editing a billable entry (when allowed)
In the Billable Entry Details screen, Edit is only available for certain billables and statuses. In general:
Editing is available when the billable is Unpaid or Draft, and the entry type supports editing (for example, non-task billables).
If Edit is available, make your changes and save. The client’s billable list will refresh after saving.
Tip: If you don’t see Edit, it usually means the entry is already locked by status (e.g. Paid) or by its type/workflow.
Updating billable status (Unpaid / Paid / Authorised)
You can update a billable’s status directly from the list:
Click the Status badge on a billable (e.g. Unpaid).
Choose the new status (Unpaid / Paid / Authorised).
You’ll be prompted to authenticate with your password to confirm the status change.
Why this matters: Status updates are audit-sensitive, so they require confirmation.
Bulk actions (status changes + void)
If you select multiple billables in the Billable Entries list, an Actions menu appears.
From there you can:
Change status for multiple entries (Unpaid / Paid / Authorized)
Void selected billables (requires password confirmation)
Voiding billables (single or bulk)
Voiding is how you remove a billable from normal billing/claiming workflows.
Single entry: open the billable details and choose Void (with confirmation).
Bulk void: select multiple entries → Actions → Void selected (password required).
Important: A billable that is Paid (or otherwise locked) may not be voidable from the detail view.
NDIS budgets: billables vs budget activity lines
In NDIS clients, you may see special “system” entries related to budgets (such as Temporary Funding or Rollover) appear alongside billables. These are treated differently:
They can’t be selected for bulk actions like normal billables.
They’re shown for transparency, but they’re not managed the same way as billable service lines.
Using billables in invoices and claims (accounting rules)
Billables are reused across different finance workflows, so there are important locking rules:
Once a billable is attached to an NDIS claim or a Bulk Invoice draft/invoice, it can’t be included in another claim/invoice at the same time.
To move it into a different claim/invoice, the billable must be voided first (so it’s no longer “reserved” by that document).
This prevents double-billing and keeps your finance records consistent.
Bulk invoices: what “Sync/Resync” means for billables
In Bulk Invoice drafts, you’ll often make adjustments like excluding certain entries, changing recipients, or updating draft settings. If you click Sync/Resync on a bulk draft, the draft reloads from the latest data.
For accounting teams, the key behaviour is:
If billables are already tied to an invoice/draft, syncing/resyncing updates the draft view and can also update the linked billables to reflect the latest invoice/draft state.
Invoices: reconciling/syncing updates billables
If billables are part of an invoice, reconciling or syncing the invoice (e.g., via your accounting integration) will also update the associated billables. This keeps billables aligned with the invoice status and invoice-side changes.
NDIS claims: exporting and syncing
In NDIS Claim Detail, exporting a claim updates the claim entries (e.g., marking them as Exported CSV) so you can track what’s already been processed. The Sync action pulls in any new eligible entries for that claim period and refreshes the claim’s entries list.
Common issues
“Why can’t I edit this billable?” It’s usually because it’s not in an editable status (Unpaid/Draft) or the entry type is locked for editing.
“Why can’t I include this billable in a new invoice/claim?” It’s likely already attached to another claim or bulk draft/invoice. Void it first if it needs to move.