This article covers shift-based billables only (not billable tasks or travel claims).
What needs to happen before a billable is created
A billable entry is only created once the shift is in a “completed” state. In most cases, that means:
The shift has a client assigned.
The shift has staff assigned.
The staff member has been clocked out (either normally, or manually by an admin).
If any of the above is missing, the shift may not produce a billable entry until it’s corrected.
Completing a shift (so it becomes billable)
Once the shift has finished, confirm it has been clocked out. Admins can do this in a couple of quick ways:
Option 1: Use the Scheduler Quick Action Menu (right-click)
Right-click the shift in the scheduler, then use the quick actions to clock the staff member out. This is the fastest option when you’re reviewing multiple shifts.
Option 2: Open the shift details panel
Open the shift, then use the staff actions to clock the staff member out from within the shift details view.
If a staff member has already clocked in but hasn’t clocked out yet, you’ll see the clock-out action available.
Manual clock-out (Admin)
If a shift was missed or a staff member forgot to clock out, you can perform a manual clock-out.
When manually clocking out, Imploy requires shift notes before the clock-out can be saved. This helps ensure there’s always an audit trail explaining what happened during the shift.
If you need step-by-step instructions, use the help articles:
Where the billable entry appears
After the shift is completed, the billable entry will appear on the client profile under:
Client Profile → Funding → Billable Entries.
From there, billable entries can be reviewed and then picked up in invoicing/claims (depending on your client’s invoice recipient / claiming setup).
If a billable didn’t generate (quick checks)
If you’ve completed the shift but can’t see a new billable entry yet, check the following:
Was the shift definitely clocked out (not just scheduled to end)?
Is the shift linked to the correct client and correct appointment type?
Was the shift cancelled or changed in a way that would make it non-billable?
Refresh the page and re-open the client’s Billable Entries list.
If everything looks correct and it still isn’t appearing, it usually means something in the shift details needs adjusting (service type, client assignment, or timing) before it can be billed.