What happens to billables when I change a shift?
What happens to billing when you change times, staff, dates or a repeating series, and why a billable shows 0 or is missing.
Key Points
The billing quantity on a shift starts at the shift's length. It doesn't change when you change the shift's times, so update it yourself.
Invoices and claims use the billing quantity, not the shift time. Payroll uses the timesheet.
When you edit a repeating series and choose to update future shifts, the whole shift is copied forward, including its billables.
Public holidays don't change billing. Update public holiday billing codes on each shift.
A billable only shows if the shift is within the client's funding allocation dates and the item comes from Allocated Items.
What happens when you change a shift
| Change | What happens to billing | What to do |
|---|---|---|
| Start or end time | The quantity stays the same. FlowLogic reminds you to check it. | Update the billing quantity to match. |
| Staff member | Billables stay on the shift. | On a repeating series, check future shifts still have every billable. |
| Date | Billables stay on the shift. | Check the new date is inside the client's funding allocation. |
| Group shift clients | Each client is billed for the full shift unless you change their quantity. | Adjust each client's quantity if needed. |
| Cancelled | The billables stay on the shift. Whether the client is charged depends on the cancellation type and whether the shift is completed. | See Cancelled shifts below. |
| Public holiday | No change. | Change the billing code to your public holiday item. |
Cancelled shifts
The cancellation type decides whether a cancelled shift can be charged. See How do I cancel a shift?
Organisation cancelled and Client cancelled with notice: the client isn't charged, even if the shift is completed.
Short notice or no show: it's up to your organisation whether to charge the client.
For a short notice or no show cancellation:
To charge the client, change the shift's billing flag to CANC and complete the shift.
To not charge the client, leave the shift uncompleted.
Only completed shifts are invoiced.
Repeating shifts
When you edit a shift in a series and choose to update this and all future shifts, the whole shift is copied forward, not only the field you changed.
If you change the repeat frequency in the same edit, other changes such as billables, notes and times are replaced. Make those changes in a separate edit.
Only repeat shifts up to the end of the client's funding allocation. Shifts after that date have no allocated items.
See How do I repeat a shift and change or end a repeating series?
Overnight shifts
Billing for an overnight shift sits on the first half of the shift, against the first date.
Why a billable shows 0, is missing or hasn't invoiced
The shift date is outside the client's funding allocation dates.
The item was picked from All Items instead of Allocated Items, so it isn't linked to the allocation.
The service item, quantity or allocation line is $0 or empty.
The service item has expired or been archived.
The shift's times changed but the quantity didn't.
The shift isn't completed. Invoices only come from completed shifts.
After editing a shift, check
The billing quantity matches the new times.
The item still comes from Allocated Items, inside the allocation dates.
For a series, future shifts kept every billable.
Public holiday billing codes are right.
The Roster NDIS Billables and Roster-Timesheet-Billing-Variances reports help you spot differences between the roster, timesheets and billing.
If billables disappear from future shifts in a series, or a billable you deleted comes back when you save, contact FlowLogic Support.