# Direct Charges Source: https://docs.astalty.com.au/guide/finance/direct-charges > Create, repeat and manage charges that are not linked to a task or scheduled support, and review their history. Astalty Premium - This feature is part of the Astalty Premium plan. See What Premium includes. > **Finance and Direct Charges access is required** > > You need Finance access and **Can access Direct Charges**. The Account Owner always has it. For other Admins and Managers it is off by default and is turned on from their **Permissions** tab, as described in [Updating Roles and Permissions](https://docs.astalty.com.au/guide/roles-and-permissions). ## Overview [Direct Charges](https://app.astalty.com.au/finance/direct-charges) bill items that are not linked to a Task or scheduled support, such as respite, centre capital costs, non-face-to-face work or Supported Independent Living. Direct Charges come in two types: - **One-Off Direct Charges** bill one date. - **Recurring Direct Charges** create charges on a daily, weekly or monthly schedule. Open [**Finance > Direct Charges**](https://app.astalty.com.au/finance/direct-charges). ![The Finance section with an arrow pointing to Direct Charges in the Finance menu. The Direct Charges tab, beside Recurring Charges, lists charges with Date, Participant, Charge Item, Quantity, Unit, Unit cost and Total cost columns.](https://docs.astalty.com.au/assets/image2-1757976794.png) ## Creating Direct Charges To create a direct charge: 1. Open [**Finance > Direct Charges**](https://app.astalty.com.au/finance/direct-charges). 2. Select **Create Direct Charge**. ![The Direct Charges page with an arrow pointing to the Create Direct Charge button at the top right, above the list of direct charges.](https://docs.astalty.com.au/assets/creating-direct-charges.png) ![The Create Direct Charge drawer with numbered markers on the Participant field (1), the Date (2), the Charge item and Quantity fields (3), the Description field (4) and the Create Direct Charge button (5). Site, Claim type and Additional Details fields also appear.](https://docs.astalty.com.au/assets/direct-charge-pop-up.png) 3. Select the Participant and date. On accounts with Scheduling, you can also link the charge to a **Site**. 4. Choose the Charge Item, quantity and claim type. 5. Enter the **Description** shown on the invoice. Add **Additional Details** for internal information. 6. Review the **Charge Summary**, then select **Create Direct Charge**. ## Recurring Direct Charges Recurring Direct Charges create scheduled charges through the end date you choose. ![The Direct Charges page with an arrow pointing to the Recurring Charges tab, which lists each recurring charge's Start date, End date, Participant, Charge Item, Quantity, Recurrence, Unit Price and Total Price.](https://docs.astalty.com.au/assets/recurring-direct-charges.png) > **The full date range is created when you save** > > When you save a new recurring direct charge, Astalty creates every occurrence from the start date through the end date. The end date must be within two years of today. Each generated charge can then be adjusted on its own. To create a recurring direct charge: ![The Recurring Charges tab with an arrow pointing to the Create Recurring Direct Charge button at the top right, above the list of recurring charges.](https://docs.astalty.com.au/assets/create.png) ![The Create Recurring Direct Charge drawer with numbered markers on the Participant field, the Charge item and Quantity fields, the Description field, the Recurrence Details section and the Create Recurring Direct Charge button. Recurrence Details holds the Start date, End date, Every and Period fields.](https://docs.astalty.com.au/assets/pop-up-reccurring.png) 1. Select **Create Recurring Direct Charge**. 2. Select the Participant. On accounts with Scheduling, you can also link a **Site**; the recurring charge then appears on that Site's [Recurring Charges](https://docs.astalty.com.au/guide/sites-scheduling-recurring-charges-reports-mobile#recurring-charges) tab. 3. Choose the Charge Item, quantity and claim type. 4. Enter the **Description** shown on invoices. You can [add a date range to the Description](#adding-a-date-range-to-the-description). 5. Add **Additional Details** for internal information when needed. 6. Set the start date, end date and repetition interval. 7. Review the **Charge Summary**, then select **Create Recurring Direct Charge**. ## Editing a Recurring Direct Charge Go to Finance > [Direct Charges](https://app.astalty.com.au/finance/direct-charges) > Recurring Charges, click a series to see the charges it has generated, then click one and select **Actions > Edit Charge**. Saving a change to a charge that belongs to a series and hasn't been invoiced opens **Edit Recurring Charge**: > This charge is part of a recurring series. Which charges should this change apply to? ![The Edit Recurring Charge dialog asking which charges the change should apply to, with an arrow pointing to the highlighted options This charge only, This and following charges and This and following Tuesdays, the last one selected, above Cancel and Confirm.](https://docs.astalty.com.au/assets/direct-charges-edit-recurring-charge-scope-guide.png) | Option | Applies the change to | | ----------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **This charge only** | Just the edited charge. Selected by default. | | **This and following charges** | The series and every not-yet-billed later charge, on every weekday - including weekdays previously edited with "This and following ``", whose own details are cleared back to the series' details. | | **This and following ``s** | Not-yet-billed later charges on the same weekday as the one edited, for example "This and following Tuesdays". Other weekdays are unaffected. Only offered when the series repeats on more than one weekday, or daily on an interval that isn't a multiple of seven. | Later charges already invoiced, in an invoice batch, paid, or marked **Edited** keep their current details regardless of the option chosen. If the edit also moves the charge to a different date, the two "following" options are disabled and the change applies to that charge only. > **A weekday edit also reaches charges the series adds later** > > Choosing "This and following ``" applies to charges the series creates after this edit too - for example once you extend its end date or restore it from Archive. Previously, those newly generated charges reverted to the series' own details instead of keeping the weekday's edited values. > **Check a weekday before changing the series** > > Open an existing charge on that weekday to see the details currently applied to it. Editing the series only replaces the fields you change, so other weekday-specific edits remain. Removing a weekday from the repeat pattern also removes that weekday's specific edits. ## Adding a Date Range to the Description A recurring direct charge repeats the same Description on every charge it creates, so an invoice can end up with several identical lines. To show the period each charge covers, insert the **Date Range** placeholder into the Description - particularly useful for SIL, where the invoice needs to show which week was billed. When you create or edit a recurring direct charge, select **Insert placeholder** above the Description field and choose **Date Range**. This adds `${DateRange}` to the Description, and you can type your own wording around it - for example `${DateRange} Weekly SIL`. ![](https://docs.astalty.com.au/assets/direct-charges-insert-placeholder.png) ![]() The Description keeps the `${DateRange}` text on the recurring charge and on every charge it generates. The real dates are filled in when the invoice is generated, so the invoice line reads something like *02/01/2026 - 08/01/2026 Weekly SIL*. > **Which Dates the Date Range Covers** > > The dates come from the recurrence you set on the charge, and are always shown as DD/MM/YYYY: > > - **Weekly** - the seven days ending on the charge date. A weekly charge dated 08/01/2026 shows *02/01/2026 - 08/01/2026*. > - **Every 2 weeks** - the fourteen days ending on the charge date. > - **Monthly** - the month ending on the charge date. A monthly charge dated 15/01/2026 shows *16/12/2025 - 15/01/2026*. > - **Daily** - starts on the charge date. Repeating every day shows that single date, while repeating every 3 days shows the charge date plus the next two. > **Good to Know** > > - The placeholder is only available on **recurring** direct charges - a one-off direct charge has a plain Description field. > - When a line's Description includes the Date Range placeholder, the invoice shows the date range in place of that line's individual charge date, so the same dates are not repeated twice. > - Adding the placeholder to an existing recurring charge updates eligible charges dated today or later. Existing past charges and charges already billed or placed in an invoice batch keep their current Description. ## Backdating a Recurring Direct Charge You can set the **Start Date** of a new recurring direct charge to a date that has already passed. When you save, Astalty creates every occurrence from that start date through the selected end date. Previously you had to add each missed period by hand as an individual one-off direct charge. As soon as you choose a past start date, the form confirms what will happen: > The start date is in the past, so the charges it has already missed are created as well. Backfilled charges are no different to any other charge the recurrence produces. They carry the same Charge Item, quantity, claim type, description and any ratio or item total you set, and each one is dated to the day it would have fallen on - so they land in the invoice period they belong to rather than today's. > **Backfilling doesn't know about charges you raised by hand** > > Astalty only checks for charges the same recurring charge already created. If you have already billed part of that period as one-off direct charges, backdating a new recurring charge raises a second set of charges for those dates. Check the [Direct Charges](https://app.astalty.com.au/finance/direct-charges) list afterwards and delete anything duplicated. > **The Charge Item must suit the Plan that covered the start date** > > Astalty validates the Charge Item against the Participant's Plan for the start date, not their current Plan. If the Charge Item was not on the Plan running back then, saving fails with *"The selected Charge Item cannot be used on the Plan"* - move the start date forward to a date the Plan covers, or choose a Charge Item that Plan allows. > **Backfilling only happens when the recurring charge is created** > > Changing the **Start Date** on an existing recurring direct charge does not backfill. Editing a recurrence only generates charges from today onwards. To pick up earlier dates, create a new recurring direct charge - or clone the existing one - using the earlier start date. ## Applying a Ratio When creating or editing a direct charge, you can apply a **ratio** to apportion the total automatically instead of editing the item total by hand. This is handy for charges you only want to bill a portion of - for example, a shared support split between Participants. Once you've selected a Participant, Charge Item, and quantity, a **Charge Summary** appears at the bottom of the form. By default it shows the calculated **Total** with a pencil to set it manually, alongside an **Apply ratio** option. ![The Charge Summary at the bottom of the Create Direct Charge drawer, with the Apply ratio option highlighted beside the Total of $1,001.40 and its pencil icon.](https://docs.astalty.com.au/assets/direct-charges-apply-ratio.png) Select **Apply ratio** to enter a ratio as a **Numerator** and **Denominator** (for example `1 : 2`). The Charge Item price is apportioned by that ratio and the percentage is shown as you type - so `1 : 2` applies 50% of the price, and the total updates instantly. ![The Create Direct Charge drawer for Floyd Bode with Charge item SC-L2 and a Quantity of 10 hours. The highlighted Charge Summary shows a Numerator of 1 and a Denominator of 2 equal to 50%, a Remove ratio option and a Total of $500.70.](https://docs.astalty.com.au/assets/direct-charges-ratio-summary.png) Select **Remove ratio** to clear it and return to the standard total. > **How the ratio behaves** > > - A ratio and a manually edited total are **mutually exclusive** - applying a ratio clears a manual total, and setting a manual total removes the ratio. > - The **numerator cannot be greater than the denominator**. A ratio only reduces a charge - to bill for extra workers, increase the quantity instead. > - The ratio applies to the Charge Item price only; the **quantity** is still multiplied on top. > **Check for a shared-rate Charge Item** > > A Charge Item marked **Priced at a shared rate** already holds one Participant's share. Applying a ratio to it reduces that shared price again. Astalty shows a warning but still allows the ratio when the extra reduction is deliberate. Ratios work for both one-off and recurring direct charges wherever **Direct Charges** is enabled - there's no separate setting to switch on. For a **recurring** direct charge, the ratio is applied to every charge it generates and is shown on the charge details. ## Raising a Direct Charge From a Budget Item You can start a one-off direct charge from a Participant's budget rather than from the Direct Charges list. On the budget, open the overflow menu on a budget item and select **Create Direct Charge**. The option appears only on items built from one of your Charge Items - an item taken from the NDIS Price Guide has nothing to charge against. The drawer shows the budget item's name, Charge Item and total in a read-only panel, and sets the date to today. Everything else - quantity, claim type, description, Additional Details and site - is blank, so fill it in as you would on any direct charge. Where the budget item has a [support ratio](https://docs.astalty.com.au/guide/participants/budgets#support-ratios), it is carried across and applied to the charge. It sits in the **Charge Summary**, which only appears once you enter a **Quantity** - so a drawer you have just opened shows no ratio even though one is already set. See [Budget Functionality](https://docs.astalty.com.au/guide/participants/budgets#creating-a-direct-charge-from-an-item) for the full walkthrough. ## Cloning a Charge When you need a charge that's almost identical to one you already have - the same Participant and Charge Item, with a different date or recurrence - clone it instead of filling in the form from scratch. Cloning opens the normal create form with the original's details already filled in, so you only change what's different. The original charge is left untouched, and the clone is saved as a brand new charge. ### Cloning a Recurring Direct Charge To clone a recurring direct charge: - Go to Finance > [Direct Charges](https://app.astalty.com.au/finance/direct-charges) > Recurring Charges - Click the actions menu (the three dots) at the end of the charge's row - Select 'Clone Charge' ![The Recurring Charges tab with the actions menu open on Ethelyn Ward's recurring charge, offering Edit Charge, Clone Charge and Archive.](https://docs.astalty.com.au/assets/recurring-direct-charges-clone-charge-menu.png) The **Create Recurring Direct Charge** form opens pre-filled from the original, including the: - Participant, Charge Item, quantity and claim type - Description and Additional Details - Manually set total or [applied ratio](#applying-a-ratio), if the original had one - Linked Site, if the original was tied to one - Recurrence details - start date, end date, repeat interval and period, and the days or day of the month it repeats on Change whatever you need, then click **Create Recurring Direct Charge** to save the clone. You can clone a recurring charge from a site as well - open the site, go to the **Recurring Charges** tab and use the same actions menu on the row. Cloning from a site keeps the new charge on that same site. See [Sites - Recurring Charges](https://docs.astalty.com.au/guide/sites-scheduling-recurring-charges-reports-mobile#recurring-charges) for more. ### Cloning a One-Off Direct Charge To clone a one-off direct charge: - Go to Finance > [Direct Charges](https://app.astalty.com.au/finance/direct-charges) - Click the charge in the list to open it - Open the **Actions** menu at the top of the charge and select 'Clone Charge' The **Create Direct Charge** form opens pre-filled with the original's Participant, date, Charge Item, quantity, claim type, description, additional details, any manual total or ratio, and the linked Site. > **Clones keep the original's dates** > > A clone keeps the dates from the charge you copied rather than resetting them to today, so a charge you cloned from last month starts on last month's date until you change it. > > For a recurring charge, leaving a start date that has already passed backfills the missed charges when you save - see [Backdating a Recurring Direct Charge](#backdating-a-recurring-direct-charge). ## Direct Vs Recurring Charges | **One-Off vs Recurring Direct Charges** | | | | --------------------------------------- | ------------------------------------------------------------------------------------------------------------ | ----------------------------------------------------------------------------------------------------------------------------- | | **Feature** | One-Off Direct Charge | Recurring Direct Charge | | **Purpose** | Bill for a single, standalone charge not linked to a scheduled support or task. | Bill for the same charge on a set schedule (daily, weekly, or monthly). | | **Examples** | One-time respite charge, single SIL charge, centre capital costs for a specific day. | Regular weekly respite charge, monthly SIL billing, ongoing centre capital costs. | | **Required Details** | Participant, Charge Item, quantity, claim type, description, additional details (optional), site (optional). | Same as one-off: Participant, Charge Item, quantity, claim type, description, additional details (optional), site (optional). | | **Recurrence Options** | Not applicable. | Set start date, end date, and recurrence interval (daily, weekly, monthly). | | **When to Use** | When the charge will only be applied once. | When the same charge will be applied on a regular, repeating schedule. | ## Searching for Direct Charges The **search bar** in both **Direct Charges** and **Recurring Charges** allows you to search by **Participant** or **Charge Item**, helping you quickly refine results and more easily identify active Direct Charges. ![The Direct Charges tab with an arrow pointing to the Search field, which holds the first name Leta, and the list showing only Leta Wintheiser's direct charges.](https://docs.astalty.com.au/assets/direct-charges-search-1.png) ## Reviewing a Charge's History Use the **Audit Trail** to check who changed a direct charge, when they changed it and which values changed. 1. Open **Finance > Direct Charges** and select the charge. For a recurring charge, open the series and select the individual charge you want to review. 2. Select **Actions > Audit Trail**. 3. Review the entries, newest first. Use **Search** to find a particular change. The history belongs to the individual charge. Opening it from a recurring series does not show the history of every charge in that series. Viewing the trail does not change the charge or its invoice. ## Watch Direct Charges in Action Video walkthrough: direct charges.