Invoice descriptions are essential in accurately conveying the services provided for both client and carer. Through account settings, you can set up the default format for your invoice descriptions, while also using convenient tags that reference shift and client information.

Edit default description

First, navigate to account settings through the sidebar. Click Account then Settings.

Under the "Invoices" heading, please check the setting that reads "Invoice item default format". Click Edit to begin.

The setting is filled with a default format as follows.

{client} @ {shift_date} {shift_start_time} - {shift_end_time} [{price_book}] [{price_ref_no}]

This yields an example invoice description such as:

The description syntax tags must be used with brackets { } enclosing each item. Any text outside of these will format as text only. Thus you can choose to further format the code further with other punctuation and symbols.

An example using the default tags, with a formatting variation.

{client} [{price_book}]: {shift_start_time} - {shift_end_time} on {shift_date}. Support code: {price_ref_no}

This yields an example description such as:

The text can say anything you want, but to use data from shift care, the following description tags must be used.

To view these within settings click the 'blue question mark (?)' next to the heading.

Description tags

These must be used exactly as they appear in this list to correctly display the relevant data. Always with curly brackets { } around the text. The above examples showed how the tags are interpreted.

Description tags - explained

{client} - Name of client

This is the name of the client the invoice being generated for.

{shift_date} - Date of the shift

This will be the date of the shift for each unique line item in the invoice.

{shift_start_time} {shift_end_time} - Start time - End time

The time period of the shift for each unique line item in the invoice.

{price_book} - Price book name

Name of the price book attached to the shift. eg.

{price_ref_no} - Price reference number

Reference number from the price book attached to the shift eg.

{client_ndia_no} - Client NDIA number

Under client details, settings.

{client_ref_no} - Client reference number

Under client details, settings.

{client_type} - Client type

Under client details, settings.

{carers} - List of carers

The carers that were assigned for the shift for each unique line item in the invoice. Listed with a comma between names.

{shift_type} - The Shift Type setting

This is taken from the shift's settings.

{rate} - the amount charged for the shift

The rate displayed is either the fixed cost of the shift for fixed price books or the hourly charge for the shift.

{quantity} - either the number of hours or 1 for fixed price shifts

When a time-based price book is used, the number of ours is output. If it is a fixed price cost then 1 is output.

{client_expense} - expense description

This is taken from the expense description field.

Further reading

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