This article explains each toggle and option available on the Invoice Settings page in ShiftCare.
These settings allow you to customise how your invoices appear, helping you ensure that all billing details match your organisation’s preferences and client agreements.
To access your invoice settings, navigate to Account > Invoice Settings in the sidebar menu.
Click 'Edit' in the Invoices section to make changes.
Invoice Settings and Customisation
The Invoice Settings page contains key options that define how your invoices look and operate. Below is an explanation of each field and its purpose.
Note: Fields marked with an asterisk (*) apply only to AU accounts.
ABN*: Enter your unique 11-digit number.
Address: Enter your business address as it should appear on all invoices.
Phone: Enter your business phone number for contact purposes.
Payment terms: Specify your invoice payment terms, typically agreed upon with the client, their family member, or caretaker, or defined in your service contract.
Contact email: Enter your business email address for communications.
Email message: Write a default message that appears in the body of the email when invoices are sent to clients. Use the formatting toolbar to style and customise your message as needed.
Payment rounding: Define the decimal precision for your invoice total.
For example, selecting '2 Decimals' includes the cent value (ie. $100.11).NDIA Provider Number*: Enter your unique identifier issued by the NDIA.
Cost calculation is based on: Choose how billing is calculated for shifts:
Start Time: Bills the client based on hours worked from the staff clock-in time to the scheduled end time.
End Time: Bills the client based on hours from the scheduled start time to the staff clock-out time.
Cancelled by client label: Enable this toggle to add a custom label identifying shifts that have been cancelled by the client.
Invoice item default format: Customise how invoice line items appear using a structured format. The format uses curly brackets {} to pull data from your account automatically.
Click the question mark icon beside the setting name to view the legend of available variables and ensure the correct format is used.
Fixed Recurring Invoice item default format: Customise how invoice line items appear for Recurring Billing. Click the question mark icon beside the setting name to view the legend of available variables.
Default invoice due days: Set the number of days that payment is due after an invoice is sent (enter any whole number between 1 and 89 days).
Invoice based on approved shift times: Use approved scheduled times or clock in/out times on shifts that have a single carer and don't have any split clients.
Invoice mileage based on Notional Pricing*: Set the unit rate to $1 on the invoice so you can adjust the number of units to reflect the total charge (e.g. actual rate × $1).
Show total quantity (hours) on Invoices: Adds a Total Quantity row in the invoice summary, which calculates the sum of all hours.
Invoice approved shifts only: When toggled on, the system will block unapproved shifts from being invoiced (for group shifts, all related timesheets must be approved).
Click 'Save' after making the necessary changes.
🗒️ Note: These changes will only take effect on invoices created after updating the settings.
Tax Settings
Taxes: Enter the tax rate applicable to your services. This percentage will be added to invoice totals when enabled.
Click 'Edit' to change the tax name and % rate.
For NA accounts only: Tick the default checkbox to set the selected tax rate as the system default. You can also add a new tax rate or delete an existing one.
Further Reading
For further assistance with Setting Up and Customising Your Invoice Settings, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.