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How do I switch clients to a new NDIS support item code?

Make a new NDIS support item code active, add it to the client's funding allocation and re-select it on future shifts, while earlier shifts keep the old code.

Key Points

  • Switching a client to a new NDIS support item code takes three steps: make sure the new code is active in Service Items, add it to the client's funding allocation, then change the billing on their future shifts.

  • New codes from a price guide update are usually added as Archived. If you can't find a new code, turn on Show Archived in Service Items and make it active.

  • Add the new code to the client's current funding allocation. Keep the old code on it while shifts still use it.

  • Future shifts don't move to the new code or allocation by themselves. Re-select the billing on each repeating series or shift from the change date.

  • Shifts before the change date keep the old code. Don't change them.

The NDIS sometimes replaces support item codes, usually with the new price guide each July. For example, in July 2026 Supported Independent Living items moved from registration group 0115 to 0138, with new codes such as 01_799_0138_1_1 for provider travel. The steps below work for any code change.

Is the new code in FlowLogic and active?

New support item codes arrive when our Support team applies a new price guide to your system. When you ask for a price guide, you choose whether new items are added as Active or Archived. If you didn't choose, they're added as Archived, which hides them from funding allocations and shifts. See How do I get a new NDIS price guide applied in FlowLogic?

To make an archived code active:

  1. Click the Finance and Payroll menu in the top right and select Service Items.

  2. Turn on Show Archived, then search for the new code.

  3. Click Edit on the item, change Item Status to Active and click Save Item.

If the code isn't there even with Show Archived on, the new price guide may not have been applied to your system yet. Contact our Support team.

How do I add the new code to the client's funding allocation?

  1. Open the client's record and go to the Funding tab. Under Funding Allocation, click the arrow next to View on the current allocation and select Edit.

  2. Add the new code to the allocation's service items, with its quantity or amount.

  3. Save the allocation.

Don't remove the old code while shifts still use it. Removing a code from an allocation unlinks the shifts that use it, and their billing can then go to the Funding Exchange as claims, even for plan-managed or self-managed clients.

You need edit access to the funding allocation to do this. If the new code doesn't appear in the list, check it's active (see above) and that its Valid From date isn't after the allocation's start date.

How do I change the code on future shifts?

Shifts that are already rostered stay linked to the old code and the old allocation. They don't move to the new allocation by themselves, so re-select the billing on every shift from the change date. Do this before those shifts are claimed or invoiced.

Repeating shifts

  1. On the Roster Schedule, open the first shift in the series on or after the change date.

  2. In the Billing section, click the dollar symbol on the old billing line and choose the new code from the Allocated Items list. Check the allocation shown is the new one.

  3. Check the Quantity, especially if the new code uses a different unit, such as weekly instead of hourly.

  4. Click Save. When asked, choose to update all remaining shifts. If the series has Odd shifts, choose to update those too, or change them one by one.

  5. When asked whether to create a new shift chain, creating one suits a permanent change like this. Shifts from this date become a new series, and earlier shifts stay in the original series with the old code.

Updating the remaining shifts copies the whole shift forward, not only the billing. If some later shifts have different staff or times on purpose, check them afterwards. See How do I repeat a shift and change or end a repeating series?

Single shifts

Open each shift, re-select the billing from the Allocated Items list and save. There's no way to change the billing on many separate shifts at once. The bulk action tool can't change billing (see How do I update several shifts at once?).

Finding shifts still on the old code

Run the Roster Services by Allocation report for dates from the change date. It shows which allocation each shift's billing is linked to, so you can find shifts still on the old allocation.

What happens to shifts before the change date?

  • Shifts dated before the change keep the old code and stay linked to the old allocation. Claims and invoices for those dates use the old code, which is correct for services delivered before the change.

  • Each shift is charged at the price for its date of service, so you don't need to change anything on earlier shifts.

  • The new code can't be used for dates before its start date.

  • Leave the old code active until every shift that uses it has been claimed or invoiced. After that, you can archive it in Service Items so staff can't pick it by mistake.

For how allocations are set up for each type of plan management, see How should I set up funding allocations for self-managed, plan-managed and NDIA-managed participants?

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