Finance
Invoicing
Invoices
User Name and Registration Number

User Name and Registration Number

Overview

Within Astalty you can include your staff members' names and registration numbers on your invoices. When shown, the name appears under the charge as Delivered By, with any registration numbers listed beneath it.

This is set up in two places:

On each user's profile — choose how that person's name should be written on invoices (Invoice Display Name).
In your Invoice Settings — choose whether names appear on charges from scheduled supports, and on which invoice types.

Step 1 — Set the user's Invoice Display Name

Open the user's profile, select Edit, then select More to reveal the Advanced section. The Invoice Display Name field starts as Not set for every user — a placeholder, not a selectable option — until you choose Do not display, Full Name or First Name & Last Initial. To return to Not set, clear the field using the × that appears once a choice is made.

Option	What appears on the invoice
Not set	No name on charges from Tasks. Scheduled-support charges fall back to the provider's format instead — see Step 3. This is the default.
Do not display	No name on any charge — Tasks and scheduled supports alike. Nothing in Step 3 overrides this.
Full Name	The user's full name, for example `Tad Gislason`, on every Task charge, and on scheduled-support charges only when Show support worker name on invoice is on for that invoice type — see Step 3.
First Name & Last Initial	The user's first name and the initial of their surname, for example `Tad G.`, on every Task charge, and on scheduled-support charges only when Show support worker name on invoice is on for that invoice type — see Step 3.

Select Update User to save.

Step 2 — Add a Registration Number (optional)

Create the registration number within the Reference Numbers section of the user's profile and enable Show On Invoice. A common use is an AHPRA number.

You can find out more about how to add reference numbers in our user guide article here.

Step 3 — Allow names on scheduled support charges

Setting an Invoice Display Name is enough for charges that come from Tasks — they show the assigned user's Full Name or First Name & Last Initial; Not set or Do not display both hide the name instead.

For charges that come from scheduled supports and travel, turn on Show support worker name on invoice in Invoice Settings, select which invoice types it applies to — Self Managed, Plan Managed and/or NDIA Managed — and choose a Display as format: First name & last initial (default) or Full name.

This is particularly useful for 2:1 Direct Support or Group Support, where two workers deliver the same support item at the same rate and the line items would otherwise be indistinguishable.

The provider format only fills in for workers left Not set

Once Show support worker name on invoice is on for an invoice type, every Support Worker whose Invoice Display Name is Not set shows in the provider's Display as format on their scheduled-support charges for that type. A worker's own Do not display, Full Name or First Name & Last Initial always wins instead — the provider format never overrides an explicit choice.

Before turning this on, check every Support Worker's Invoice Display Name. A worker who must not be named on invoices — for example, they use an alias with a Participant who poses a safety risk to them — needs Do not display set on their own profile; leaving it Not set is not enough, since it still picks up the provider format. Direct charges are not linked to a user, so they never show a Delivered By name.

Video Walkthrough

See our video walkthrough below on how to complete this process.