Timesheets and Invoicing
Prepare invoice drafts from clean billing context.
Invoicing helps providers draft invoices from active service agreement line items and shift billing context, review and edit invoice lines, download PDFs, and send invoice emails when billing details are ready.
Before you begin
Before generating invoices, make sure you have completed the following. Important: invoice line items are generated from billing information attached to rostered shifts. If shifts do not contain billing line items, BondiByte cannot generate invoice lines.
- Configured the participant's plan management type.
- Added billing contacts and billing email addresses.
- Created an active Service Agreement.
- Added Service Agreement billing line items.
- Assigned billing line items to the participant's rostered shifts.
- Entered your organisation's payment details and payment terms in Organisation Settings.
Recommended setup order
For the best invoicing experience, we recommend completing the following steps.
1 Complete participant billing details
Before creating an invoice, confirm the participant's:
- Plan management type
- Billing contact
- Billing email address
Accurate billing information ensures invoices are sent to the correct recipient.
2 Configure organisation payment details
Review your organisation's:
- Payment terms
- Bank or remittance details
- Invoice payment instructions
These details are automatically included on invoices and should be configured before sending invoices to participants or plan managers.
3 Prepare Service Agreements
Ensure the participant has an active Service Agreement containing the correct billing line items.
Service Agreement line items form the foundation of your billing workflow and determine what services can be invoiced.
4 Add billing line items to shifts
Assign the appropriate billing line items to the participant's rostered shifts.
BondiByte generates invoice lines directly from shift billing information.
If billing line items have not been assigned to rostered shifts, invoice generation will not produce billable services.
5 Generate a draft invoice
Once all billing information is complete, generate a draft invoice for the selected billing period.
The draft invoice automatically gathers eligible billing information from completed rostered supports.
6 Review & edit the invoice
Before sending, carefully review the invoice. Check:
- Participant details
- Billing line items
- Quantities
- Dates
- Charges
- Payment information
Where required, you can make adjustments before finalising the invoice.
7 Download or send the invoice
When you're satisfied with the invoice, you can:
- Save as Draft
- Download a PDF copy
- Send the invoice via email
Using the PDF preview before sending is a useful way to confirm all billing information is accurate.
Understanding invoice settings
Billing Email
The recipient email address used when sending invoices. A billing email must be configured before invoices can be emailed.
Service Agreement Line Item
A funded support item included within an active Service Agreement. These line items determine which services can be billed.
Shift Billing Line Item
A billing item assigned directly to a participant's rostered shift. Invoice lines are created from these billing items, making them an essential part of the invoicing process.
Draft Invoice
An invoice that has been generated but not yet sent. Draft invoices can be reviewed, edited and approved before distribution.
Regenerate
Refreshes invoice lines using the latest billing information from rostered shifts. Regenerating updates automatically generated billing lines while preserving any manual invoice adjustments.
Remittance Email
The email address used for payment and remittance communication when configured within your organisation settings.
Best practice
- Complete participant billing information before generating invoices.
- Confirm Service Agreement line items are active before rostering supports.
- Assign billing line items to every rostered shift requiring invoicing.
- Review draft invoices before sending.
- Keep payment terms and remittance details current within Organisation Settings.
- Use PDF previews as part of your invoice review process.
Common mistakes to avoid
- Sending invoices before configuring billing email addresses.
- Forgetting to enter organisation payment details or payment terms.
- Creating invoices before Service Agreement billing line items have been activated.
- Attempting to generate invoices when rostered shifts do not contain billing line items.
- Assuming invoice emails automatically collect payment. They provide billing information only.
What to do next
Related guides
Clients
Set up client profiles, NDIS number, contacts, representatives, emergency contacts, plan management, linked site, and billing context.
Timesheets and InvoicingTimesheets
Set up roster-connected timesheets, draft generation, staff review, submission, manager approval, sleepover handling, and payroll export preparation.
Automation and NotificationsEmail Notifications
Understand platform-managed email: sender profiles, your Reply-To settings, workflow notifications, email readiness, and troubleshooting checks.
Need help applying this setup path?
Book a BondiByte demo and we can walk through the right setup order for your provider.