How approved shifts become billable lines

Approved timesheets are the starting point for every invoice. An invoice run collects them, prices each line from the Pricing Schedule in force on the date of service, runs the checks and then creates the invoices.

Before you begin

• The Finance role, or another role that can create and commit invoice runs.
• Timesheets for the period are approved in Time → Approve timesheets.
• Participants have a current plan or payer covering the dates of service.

Choose the period and payers

1. Go to Billing → Invoices and select Generate from shifts.
2. Under Service period, select This week to date, Last fortnight or This month to date, or type the From and To dates. A run covers at most two months.
3. Under Payers, tick who to invoice: NDIA, Plan manager, Participant, Nominee, Private, DVA and so on.
4. If your organisation has several legal entities, choose Delivered by. The entity’s registration status decides which price limit applies.
5. Choose what to do with Lines failing a check: Create their invoices as drafts to fix or Leave them off this run.
6. Select Build preview. CompanionAxis prices and checks every line; this takes a few seconds.

Review the preview

1. Read the cards: Invoices to create, Lines failing a check and Excluded.
2. Check the Pre-invoice validation tiles, such as Price limits by date of service, Plan dates, Plan budget, Service agreement, Time-of-day, weekend and public holiday items and Duplicates.
3. Switch between By participant and By payer, and select a row to open its lines. Each line shows the date, times, support item, price, limit and any check message. Use Exclude or Include on a line.
4. Read Not included: shifts left off with the reason, such as Timesheet not approved yet or No plan or payer covers the date.
5. Select Exclude failing to leave out every failing line, or Re-check after fixing data. Select Continue when you are happy.

Create the invoices

1. On the Create step, check the totals per payer type, then select Create invoices.
2. When it finishes, the result shows how many invoices were created and how many are drafts with lines to fix.
3. Use the buttons to go to the NDIA lines in Bulk claims, to the invoices for each payer, or Review drafts.
4. The shifts move to Invoiced and can’t be billed twice.

Tips

• Actual times from the approved timesheet are used when there is one, so late starts and early finishes are billed as worked.
• Chargeable short-notice cancellations, billable travel and recurring charges come into the same run.
• Only one run can be open per entity. Finish or discard an open preview listed under Open previews before starting another.

If something goes wrong

An invoice run is already open for this entity.

CompanionAxis opens the existing run. Create its invoices or select Discard, then start again.

A shift is listed as Timesheet not approved yet.

Approve the timesheet in Time → Approve timesheets, then select Re-check or start a new run.

A shift is listed as No plan or payer covers the date.

The participant has no current plan or payer on that date. Check plan dates on the participant’s Funding tab.

The Create invoices button is greyed out.

Your role can preview runs but not create invoices. Ask someone with the Finance role.