Guide

How to turn a completed shift into an NDIS invoice

TakeCare team · Last checked 21 October 2026

At TakeCare we built invoicing around one idea: you already entered the job. The client, the support item, the hours and the rate are all there, so TakeCare uses them to build the invoice and you don't retype anything into a template.

This guide covers the review path (New Invoice...), where you check every line before it goes. If you'd rather go straight to the email, there's a faster button at the end.

What you need before you start

A client with a plan manager linked as their billing contact (or a self-managed client with a Bill To email).
A shift that's ready to bill. It shows on Ready to Invoice once it's marked complete or its scheduled end has passed. Clocking out isn't required, but it makes the hours more accurate.
The right role. Owner, coordinator or Billing only. Workers don't see Ready to Invoice.
Your business details. ABN, bank name, BSB, account number and mobile. If any are missing, TakeCare asks for them the first time (Step 3).
Room on your plan. The Free plan includes up to 12 finalised invoices and 3 invoice emails a month.

Step 1: Open Ready to Invoice

Go to Jobs and choose the Ready to Invoice tab. The header shows the estimated value ready to bill, and each shift shows its own estimate. If the list looks empty, widen the date range.

Step 2: Select the shift and choose New Invoice...

Tick the shift (or several shifts for the same client). Then tap New Invoice... to review it in the wizard.

Step 3: Fill in any missing business details

If Business details for invoicing slides out, add what's missing (legal name, ABN, address, bank name, BSB, account and mobile), then Save & continue. These print on the invoice and show on the email. You only do this once.

Step 4: Check the service date

If Check service date appears, the shift was scheduled for a later date than today. Choose the date the work actually happened, so the invoice doesn't carry a future date.

Step 5: Review the invoice details and line items

Invoice details: the bill-to is the client's plan manager, and the dates match the shift. On your very first invoice, set Next number if you're carrying on from Excel or another system. (That's not the Reference field.)
Line items: the NDIS code, quantity and rate come from the job. Change them only if you need to.
Kilometres: if the shift has confirmed billable kilometres, an Activity Based Transport line is already filled in. A blank transport code uses 04_590_0125_6_1. The rate is the job's Each rate, or your business rate per kilometre.

Step 6: Preview and send

On Preview & Save, check the PDF layout, the totals and your bank details.
Choose Send invoice. The email form opens.
Check To (the plan manager's email), the subject and the message, then choose Send Email.

Not ready to send? Open the menu beside Send invoice for Save & close, Save & create another, Get shareable link, Download PDF or Print PDF.

Check it worked

Open Invoices. The new invoice shows as sent.
Go back to Jobs → Ready to Invoice. The shift has gone from the list.

The faster way: Auto-Create & Email...

On Ready to Invoice, the gold Auto-Create & Email... button skips the wizard. It makes the draft and opens the email form, and nothing is sent until you confirm. The arrow beside it has Auto-Create Invoice, which only makes a draft. Use New Invoice... when you want to review every line.

Need to change an invoice you've already sent?

A sent invoice is locked so it matches the PDF the plan manager received. On Invoices, open the row menu and choose New from.... That copies it into a new draft. Fix it, send the new one, then Archive the original. Archive hides it; it doesn't delete it.

What about Tess?

On Professional, Team or a trial, Tess can list your ready shifts in the chat and preview a draft invoice from one ("create a draft invoice for it"). Nothing is saved until you press Save, and typing "yes" doesn't save. Tess doesn't send the first invoice email. You send that from the invoice. On Free, Tess can look up your schedule and jobs, but listing ready shifts and drafting invoices need a paid plan or trial.

Troubleshooting

Problem	What to try
Nothing on Ready to Invoice	Check the shift is past its scheduled end (or marked complete), not already invoiced or hidden. Widen the dates.
Can't select two shifts together	They must be for the same client.
Invoice is missing your bank name or mobile	Fill in Business details for invoicing when it opens.
A shift should never be billed	On the row's ··· menu, choose Hide from Ready to Invoice. Restore to Ready to Invoice undoes it.
You billed it somewhere else	Use Mark as invoiced... or Link to invoice... on the row.

Get started

New to TakeCare? Join Early Access. That asks for a place on the list. It does not open an account or take payment. You can also see pricing.