Invoices are generated from approved shifts in Billing → Invoices with Generate from shifts. When a shift is left out, the preview lists it under Not included with the reason. This explains each reason and its fix.
Before you begin
- The invoicing permission for Billing → Invoices.
Build an invoice preview
- Go to Billing → Invoices and select Generate from shifts.
- Choose the Service period, the Payers and Delivered by (the entity).
- Under Lines failing a check, choose Create their invoices as drafts to fix or Leave them off this run.
- Select Build preview.
Generate from shifts page with Service period, Payers and Build preview
Read why a shift was left out
- Scroll to Not included (“Shifts left off this run, with the reason”).
- Find the shift by date and read the Reason.
- Fix the cause using the next section, then build the preview again.
Fix the common reasons
- Timesheet not approved yet: approve every line for the shift in Time → Approve timesheets.
- Already invoiced: the shift is on another invoice. Search Billing → Invoices for it.
- No plan or payer covers the date: add or extend the plan in People → NDIS plans and budgets, or add a payer. Plan-managed budgets need a plan manager.
- Participant not active: the participant has exited. Reactivate them if the support was delivered before they left.
- Cancellation reasons (for example Cancelled with enough notice – not chargeable) mean the cancellation isn’t billable under your settings.
Check shifts with no reason
- Check the shift date is inside the Service period and the shift belongs to the selected entity.
- Check the shift isn’t a draft or cancelled.
- Open the shift and check the participant’s booking has a support item. Shifts without one are skipped without a reason.
- Run the Unbilled shifts (revenue leakage) report in Insights → Report library to list approved shifts that haven’t been invoiced.
Tips
- Lines failing checks such as Price limits by date of service or Plan budget still appear, flagged in Pre-invoice validation, rather than being left out.
If something goes wrong
Lots of shifts say Timesheet not approved yet
Select Approve N clean lines on Time → Approve timesheets, then resolve the exceptions on the rest.
Runs covering a long period won’t build
Runs cover at most two months. Split the period.
A short-notice cancellation isn’t billed
Check the setting Bill chargeable short-notice cancellations and whether the cancellation was marked billable.