# Invoice Batches

Source: https://docs.astalty.com.au/guide/finance/invoicing/invoice-batches

> Create an invoice batch to generate Participant invoices.

To create an Invoice Batch, you can head to the [Invoice Batches page](https://app.astalty.com.au/finance/invoice-batches) and click Create Batch (1) in the sidebar or towards the top right of the page (2).

![The Invoice Batches page, listing finalised batches from B-90012 down to B-90002, with two numbered highlights: Create Batch at the top of the Finance menu on the left (1) and the Create Batch button at the top right of the page (2).](https://docs.astalty.com.au/assets/creating-invoice-batches.png)

You are free to create Invoice Batches for any period you like - you can do it weekly, daily or monthly. You can also go back to any past period and re-run an Invoice Batch to process any uninvoiced items.

## Filtering the Invoice Batches List

If your organisation uses [Regions](https://docs.astalty.com.au/guide/settings/regions), a **Regions** filter on the Invoice Batches list narrows it down to one or more Regions - the same filter already on the [Invoices](https://docs.astalty.com.au/guide/finance/invoicing/invoices) page. A batch matches if **any** of its charged Participants falls in a selected Region, so a batch spanning several Regions can appear under more than one. **Unassigned** works the same way: it finds batches with **any** charged Participant that has no Region set, so a batch with one Participant in **Gold Coast** and another with no Region appears under both **Gold Coast** and **Unassigned**. This filter only appears if your role can view all Regions.

When Scheduling is enabled and you can view Sites, the **Site** filter narrows the list to batches containing a charge at one or more selected [Sites](https://docs.astalty.com.au/guide/sites). Select **Unassigned** for a batch containing a charge with no Site. A charge uses its own Site when present, otherwise the Site from its Shift or Support. Voided charges still count toward the batch's Site filter.

## Creating an Invoice Batch

All Invoice Batches will be created as a draft first. Once you are on the Create Batch page, you can adjust the date range that you'd like to invoice for.

### Uninvoiced Charges Warning

Sometimes you may see a blue warning starting "you have uninvoiced charges before \[start date]". This means that Astalty has found charges outside of the selected date range that have not yet been invoiced. If you click on the *Adjust dates* button, Astalty will automatically adjust the date range to ensure all uninvoiced charges are included in the draft batch.

![The Create Invoice Batch page with the date filter set to 24 - 30 Aug 2026 and a blue warning that there are uninvoiced charges before 24/08/2026, asking whether to adjust the date range to include these, with an Adjust dates button. Below it, a warning that 3 shifts are awaiting approval.](https://docs.astalty.com.au/assets/uninvoiced-charges-warning.png)

### Tasks Missing Charges Warning

You may also see an orange warning that some Tasks *"are marked as billable but have no charges attached which won't appear in this batch"*. Those Tasks have nothing to invoice, so they are passed over silently unless you fix them.

Click *View Tasks* to review them, attach a charge to each one, then re-create the batch. See [Tasks Missing Charges](https://docs.astalty.com.au/guide/finance/invoicing/invoice-batches/tasks-missing-charges).

![The Create Invoice Batch page showing a warning that 2 Tasks are marked as billable but have no charges attached which won't appear in this batch, with a View 2 Tasks button, below an uninvoiced charges notice and a shift checks warning, above the Date and Participant filters.](https://docs.astalty.com.au/assets/tasks-missing-charges-alert-guide.png)

### Filters

Before generating your draft batch, click the **+** button next to the date filter to narrow down which charges are included. The following filters are available:

**Charge Type:** Only show charges created by Task, Support, or Direct Charges. Support only shows up if you use Scheduling.

**Management Type:** Only show charges for Participants with a particular management type - NDIA, Plan, or Self.

**Task Owner:** Only show charges for Tasks owned by one or more selected staff members. Selecting a Task Owner will automatically set the Charge Type filter to Task.

**Participant:** Only show charges for one or more selected Participants.

**Region:** Only show charges for Participants in one or more selected [Regions](https://docs.astalty.com.au/guide/settings/regions), or **Unassigned**. Only shows up if you use Regions and can view all Regions.

**Site:** Only show charges at one or more selected [Sites](https://docs.astalty.com.au/guide/sites), or **Unassigned**. A charge takes its Site from the charge itself, or otherwise from its shift or Support. Only shows up if you use Scheduling and can view Sites.

**Support Type:** Only show charges for one or more selected support types, such as Personal Care or Community Access. This matches charges linked to a Support, so Task and Direct Charges are excluded whenever a Support Type is selected. Requires Scheduling.

![The Create Invoice Batch page with an arrow pointing to the plus button beside the date filter, below the uninvoiced charges and shift warnings. The highlighted Filter by menu lists Charge Type, Management Type, Task Owner, Participant, Region, Site and Support Type.](https://docs.astalty.com.au/assets/create-batch-filters.png)

![The Create Invoice Batch page with a Support Type filter added beside the date filter and its list open, showing unticked checkboxes for Personal Care, Community Access, Capacity Building, Transport, Supported Independent Living and In-Home Support at the top of the list.](https://docs.astalty.com.au/assets/create-batch-support-type-filter.png)

### Generating the draft batch

When you are ready and happy with the selected date range click on *Generate Draft Batch*.

**This will not send any invoices yet.**

![The Create Invoice Batch page with an arrow pointing to the Generate Draft Batch button at the top right. The date filter is set to 26 Oct - 1 Nov 2026, below the uninvoiced charges, shift and Tasks warnings and above a list of charges.](https://docs.astalty.com.au/assets/generating-the-draft-batch.png)

### Searching by Participant

After the Draft Batch has been generated, you can narrow the list to a specific Participant by typing their name into the search field.

![The Charges list of a draft invoice batch with an arrow pointing to the highlighted Search charges field, which holds the Participant first name Vince, and the list showing only Vince Trantow's 4 charges.](https://docs.astalty.com.au/assets/draft-batch-search-1.png)

## Excluding Charges from a batch

Sometimes you may want to exclude charges from a batch - they might be invalid or you just don't want to invoice for them yet. To do this click on the checkbox on the left hand side of the table to select them (1) and once selected click on the *Exclude* button (2), then confirm, to remove them from this batch.

Excluding charges does not delete them but it removes them from the current batch so they can be invoiced at a later date.

![The Charges list of a draft invoice batch with three charges ticked in the left-hand checkbox column (1) and the red Exclude button highlighted beside 3 charges selected, in the bar above the list (2).](https://docs.astalty.com.au/assets/excluding-charges-from-a-batch.png)

> **Handy Hint**
>
> Did you know that you can select/ deselect the first charge and then Shift + Click the last charge to select/deselect a range of charges rather than clicking one at a time!

## Invalid Charges

Sometimes you may see errors within the invoice batch - there are a range of errors. To learn more about the types of errors you might see and how to fix them head to the [Invoicing Errors](https://docs.astalty.com.au/guide/finance/invoicing/invoice-batches/invalid-charges) page.

![The Charges list of a draft invoice batch open on the Invalid tab, showing Invalid 9 beside All 179, with Finalise Batch greyed out. Each invalid charge has a red warning icon at the start of its row and a Fix button at the end, and the three shown have a dash in the Type column.](https://docs.astalty.com.au/assets/invalid-charges.png)

### Excluding all invalid charges

Invalid charges appear on their own tab and prevent finalisation. Select **Fix** on a row to correct its details, or select **Exclude all N invalid** to remove every invalid charge from this batch. Excluded charges are not deleted and can be fixed and invoiced later.

## Finalising an Invoice Batch

Once you have reviewed the invoice batch and you are happy with all charges, you can click the *Finalise Batch* button to finalise the Invoice Batch.

> **Once a batch is finalised, PDF invoices will be sent automatically unless disabled**
>
> Once you have confirmed that you'd like to finalise the invoice batch, Astalty will start sending PDF invoices immediately and **this can not be stopped**. To hold the invoices back instead, turn off automatic sending **before** you finalise - see [Turning Off Automatic Invoice Sending](https://docs.astalty.com.au/guide/finance/invoicing/invoice-batches/turning-off-automatic-invoice-sending).

![Draft invoice batch B-90015 with an arrow pointing to the Finalise Batch button beside Actions at the top right of the Charges list. Above it, the batch totals show Invalid $0.00 and Ready to invoice $25,117.09 across 170 charges.](https://docs.astalty.com.au/assets/finalising-an-invoice-batch.png)

If billable Tasks with no charges attached are found, Astalty asks you to confirm before finalising without them. This check is narrower than the warning on the Create Batch page and will not catch every affected Task, so treat the Create Batch warning as the one to act on - see [Tasks Missing Charges](https://docs.astalty.com.au/guide/finance/invoicing/invoice-batches/tasks-missing-charges).

### Turning Off Automatic Invoice Sending

To stop Astalty emailing the PDF invoices for a particular batch, open the **Actions** menu next to **Finalise Batch**, select **Advanced Settings**, and untick **Send invoices automatically**. The batch's Charges list then reads **Automatic invoices are disabled, so finalising will not send them.** Finalising creates every invoice without emailing any of them.

This is useful when you want to apply a payment or make an adjustment before a Plan Manager sees the invoice. There is no bulk send, so you will need to send each invoice yourself, one at a time.

For the full steps - including the plan requirement and how to send each invoice afterwards - see [Turning Off Automatic Invoice Sending](https://docs.astalty.com.au/guide/finance/invoicing/invoice-batches/turning-off-automatic-invoice-sending).

> **Change this before you finalise**
>
> **Advanced Settings** is only available while the batch is a draft, so automatic sending cannot be turned off once the batch is finalised.

## Leaving Notes on a Batch

> **Record why a batch looks the way it does**
>
> You can add **comments** to a batch to track delays, ownership, or anything else your team needs to know - such as why a batch was held back or who is looking after it. Batch comments are internal only and are never synced to Xero. See [Commenting on Invoice Batches](https://docs.astalty.com.au/guide/finance/invoicing/invoice-batches/commenting-on-invoice-batches).
>
> Comments on the individual invoices inside a batch are separate, and **can** be sent to Xero as history notes - see [Syncing Invoice Comments to Xero](https://docs.astalty.com.au/guide/integrations/xero-integration/syncing-invoice-comments-to-xero).

## Generating an Invoice Batch Video Walkthrough

Video walkthrough: generating invoices.

## Unresolved Voided Charges

If a charge in a finalised batch is later [voided](https://docs.astalty.com.au/guide/finance/invoicing/invoices/voiding) and has not been re-invoiced or deleted yet, it shows in an **Unresolved Voided Charges** card on that batch. Each row shows the date of the Task or support it relates to, so you can find the day you're chasing quickly. See [Unresolved Voided Charges](https://docs.astalty.com.au/guide/finance/invoicing/invoice-batches/unresolved-voided-charges).

## Next Steps

Once the batch has been finalised, Astalty will start sending PDF invoices - unless you [turned off automatic sending](https://docs.astalty.com.au/guide/finance/invoicing/invoice-batches/turning-off-automatic-invoice-sending) first. If the batch has NDIA managed charges, you can also generate the Bulk Upload file - see [Bulk Upload File](https://docs.astalty.com.au/guide/finance/invoicing/invoice-batches/bulk-upload-file).