The Billing Report (NA) or Shifts Breakdown (AU) page provides a comprehensive view of a client’s rostered shifts and their associated costs.
This guide includes:
Accessing the Billing Report/Shifts Breakdown Page
The client's Billing Report (NA) or Shifts Breakdown (AU) can be accessed from the sidebar menu by navigating to Clients > List > Select the specific client > Billing Report/Shifts Breakdown.
Note: This feature may appear as ‘Billing Report’ or ‘Shifts Breakdown’, depending on your account. Regardless of the name, it will be located in the same place.
This page lists all rostered shifts for the client within the selected timeframe. You can adjust the date range in the top right corner or filter the list by a specific Fund using the dropdown menu.
Reviewing Shift Information
Within the Billing Report/Shifts Breakdown page, you can review the following information for each shift:
Date
Authorization (NA)
Price Book
Staff Member
Start and Finish Time
Hours x Rate
Additional Cost
Travel and Transport (Distance x Rate)
Travel Time (Hours x Rate)
Total Cost
Running Total
An orange icon on a shift means that it is still pending approval.
A shift row will be highlighted in red if something needs to be fixed. Click the exclamation mark, then 'Fix Me' to resolve the issue.
Here are some reasons why a shift may be red in the Billing Report:
The incorrect price is assigned: It's crucial to the invoicing process to ensure that all rates are assigned correctly to each shift. This can happen if your price is not available for the given time period. For example, if the shift finishes at 10 pm but there is no price specified for Monday to Friday at that time, an error will occur. Please refer to this guide (AU) and (NA) to fix this issue.
The shift is pending: Pending shifts cannot be invoiced. Please refer to this article to see the possible reasons why your shift may be pending.
A shift can also be red if there are no hours to invoice.
Watch this short video (18 secs) for a quick tutorial.
Daily Total and Inline Comments (NA)
For NA accounts, you can enable 'Show daily shifts total hours' to display the total rostered time for the day.
Additionally, clicking 'Add comment' allows you to add notes directly within the billing table, without needing to open the edit window.
Editing Shift Details
You can edit shift details by clicking the blue Edit button corresponding to the shift.
The following details can be edited from this page:
Rate Group/Prices: This allows you to assign price books (with their corresponding rates) to the shift.
Fund: This allows you to assign a fund to cover the cost of the service.
Start/End Time: This only amends the client's attendance within the shift, NOT the shift's actual start and end time. Thus, the duration of the shift may remain the same, but the client may only be present for a portion of the shift.
Mileage: Any mileage incurred during the shift can be added here.
Expense: Any additional cost incurred specifically by the client can be allocated here.
Absent/Remove: Very applicable for group programs where some clients may have been absent/need to be removed from the shift. Simply choose the correct option for the corresponding client.
Comment Field: Add any relevant notes.
Update Shift Time: Toggle this on to adjust the shift's start and end times (scheduled time).
Click 'Submit' after making the necessary changes.
Generating Invoices
Read this complete guide to learn how to generate invoices from this page.
For further assistance with the Billing Report and Shifts Breakdown page, please contact our Support team using online chat when you're logged into ShiftCare, or email our Support team at support@shiftcare.com.