ShiftCare allows Admin users to configure exactly how your invoices look. Without needing any technical knowledge, you can customise your branding, header details, line-item descriptions, and payment footers.
Once you create a template, it will automatically apply to all your one-off invoices. If you do not configure a template, your invoices will simply continue to use the standard default layout.
Creating a Template
To build your custom invoice layout:
Navigate to Account > Invoice Settings.
Click 'Create Template' (or 'Edit Template' if one already exists) in the Invoice template card.
The form will open with some standard defaults already filled in. You can expand each section on the left to customise the layout.
A Sample Invoice Template will be displayed on the right side of the screen.
After making the necessary changes, click 'Save Template'.
Once you save a custom template, the old 'Payment terms' and 'Invoice item default format' fields on the main Invoice Settings page will be disabled, as your new template overrides them.
Configuring Template Sections
The template builder is divided into collapsible sections. You must fill out the required fields with a red asterisk, but everything else is optional. If you leave an optional field blank, it simply won't appear on the final invoice.
Branding: Choose to use your default Account Logo, or upload a custom logo specifically for your invoices. You can also edit your organisation's name and provider details.
Tax Invoice Details: This controls the top-right header block (e.g., Invoice Number, Issue Date, Due Date, and regional IDs like NDIS or Medicaid numbers).
From and To: This controls the billing addresses and contact details for both your organisation and the client.
Line Item Description: This controls exactly what information is displayed on each line (e.g., Shift Date, Shift Type, Carer Name).
Sub-Rows: Allows you to add additional shift details below the main charge line (see the Sub-Rows section below).
Payment Methods: A free-text box where you can add your bank details, payment terms, or thank you notes. If you have Stripe connected, the "Pay through Stripe" link will still automatically appear on the final invoice.
Using Dynamic Tokens (Smart Fields)
Dynamic Tokens are "Smart Fields" that automatically pull the correct data for each specific invoice. For example, if you insert the {client_first_name} token, the system will automatically insert "Sarah" on Sarah's invoice and "John" on John's invoice.
How to insert a token:
Click inside the text box to focus your cursor.
Click one of the quick-access blue chips above the text box, or select a token from the 'Additional Smart Fields' dropdown menu below it.
The token will drop into your text box. You can type regular words around it.
Blank fields are automatically hidden. If you insert a token for an optional field (like a Purchase Order number or Due Date), but the specific client doesn't have one listed on their profile, the entire line will be hidden.
Sub-Rows (Shift Notes and Signatures)
The Sub-Rows section allows you to add extra shift data directly below the main charge line on the invoice. You can toggle on:
Progress Notes
Shift Tasks
Mileage Comments
Expense Comments
Client Signature: If the user generating the invoice does not have permission to view signatures, this row will be hidden entirely.
These sub-rows will only print once per shift, keeping your invoice clean and readable.
If you toggle a sub-row on but there is no data for that shift, a "No (X) recorded" placeholder will appear.
Bill to Fund (US and Canada Only)
For US and Canadian accounts using the Medicaid/Paradigm integration, an invoice is normally addressed directly to the client in the "To" block. However, if the client is funded by a specific payer or plan manager, you can use the Bill to Fund feature.
To do this, add or edit a fund on a client's profile (Clients > Name of Client > Billing tab > Funds > Add/Edit). Set the Fund Type to 'Private Pay' and fill out both the Bill to Name and Bill to Email fields. ShiftCare will automatically address the invoice to that fund manager instead of the client.
Generate the invoice grouped by Fund (eBilling and Invoicing > Generate > Group by > Fund), so all its lines belong to that one fund.
On the invoice viewed on screen, the 'To' block shows the fund's Bill to Name + Email instead of the client. Please note that the Fund Manager/Payer's name will only appear when viewing the invoice on your screen. The printed/PDF copy will still display the client's name.
For further assistance with Creating Custom Invoice Templates, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.