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  2. Billable Charges Report

Billable Charges Report

Open Reports > Finance > Billable Charges. You need Finance access. To see only the charges on your own Tasks, use the My Billable Charges Report.

Report Overview

This report lists every billable charge for your Participants whose date falls in the selected range, one row per charge, across all Participants. It opens on the current week, Monday to Sunday.

Only charges marked billable and linked to a Participant are listed. Until you set the Invoiced Status filter, the report shows charges that are ready to invoice or already invoiced, and leaves out Draft charges. A voided charge appears again as not invoiced, because voiding takes it off its invoice. See the Voided Charges Report for the voided record.

Two totals show above the table for everything the filters match, not just the current page:

  • Total Billable Hours: the total quantity of charges whose Charge Item is charged by the hour.
  • Total Billable Charges: the total of the Total Cost column.

Report Columns

Rows are sorted by Date, oldest first. Click a column heading to sort by it instead.

Date

The date of the charge. The date range filter compares against this date.

Source

Where the charge came from: Task, Support or Direct. This column appears only if you have Scheduling.

Type

How this charge is managed: NDIA, Plan, Self or Unknown. Once a charge is invoiced, this is the type it was invoiced under. Before then, it comes from the Participant's Plan covering the charge date and the service that includes the Charge Item. Unknown means no such Plan service was found.

Participant

The Participant this Charge relates to.

Team Member

The user the Task is assigned to. This is blank for support and direct charges.

Charge Item

The Charge Item used for this charge.

Quantity

The quantity of the charge.

Unit

The units for the Charge Item used.

Unit Cost

The unit price charged. This is the price saved on the charge, or the Charge Item's price when the charge has none.

Total Cost

The total cost of the charge: quantity multiplied by unit cost, adjusted for any group support ratio, or the total entered when the charge's total was overridden. Amounts include GST on any Charge Item that attracts GST.

Due

How much of the charge has not yet been paid: Total Cost less the payments allocated to it.

Use the actions menu on a row to open the charge's source with View Task, View Support or View Direct Charge.

Filters

The Date range is always applied and both dates are included. It defaults to the current week, Monday to Sunday. Every other filter is off until you add it.

Region

Filter by one or more Regions. A charge matches when its Participant, the Task's assigned user or its site is in the Region. Choose Unassigned to match charges where any of those is in no Region. This filter appears when Regions are enabled.

Team

Filter by one or more Teams, matching the user each Task is assigned to. Support and direct charges have no assigned user, so they drop out when this filter is set. See Teams for setup.

Quantity

Enter a unit quantity, such as 0.5, 1 or 30.

Invoiced Status

Choose one of:

  • Invoiced: charges on an invoice.
  • Not invoiced: charges not yet on an invoice, excluding Draft charges.
  • Draft: charges on supports whose shifts haven't been fully reviewed yet. This option appears only if you have Scheduling.

Charge Source

Choose from Task, Support or Direct. This filter appears only if you have Scheduling.

Activity

Filter by one or more Activities. This filter appears only if you have Scheduling.

Team Member

Filter by one or more users. This matches the user each Task is assigned to, so support and direct charges drop out when this filter is set.

Charge Item

Filter by one or more Charge Items.

Charge Item Set

Charge Item Set shows charges created from the selected Charge Item Sets. It appears only when Scheduling is enabled.

Participant

Filter by one or more Participants.

Site

Filter by one or more sites. This filter appears only if you have Scheduling.

Invoice Batch

Filter by one or more Invoice Batches. While this filter is set, the Date range is ignored and every charge in the chosen batches is listed.

Claim Type

Choose from Cancellation, Direct Service, Irregular SIL Supports, NDIA Required Report, Non-Face-to-Face Services, Provider Travel or Telehealth Supports. Charges with no claim type count as Direct Service.

Management Type

Choose from NDIA, Plan, Self Managed or Unknown, using the same rule as the Type column.

Days of Week

Filter by one or more days of the week. The day is worked out in your organisation's timezone.

Exporting to CSV

Export CSV exports every charge matching the report's current filters - not just the page on screen - as a CSV with one row per charge. Exporting needs the Exports module on your account, and by default only Admins can export.

  1. Set the Date range and any filters the export should cover.
  2. Click Export CSV, then Create export.
  3. Download the file from the Exports page once it's ready.

The CSV carries the same columns as the report: Date, Source, Type, Participant, Team Member, Charge Item, Quantity, Unit, Unit Cost, Total Cost and Due. If your organisation requires a reason for exports, enter one of at least 10 characters before creating the export.

For a version grouped by Team Member and Charge Item rather than one row per charge, use the Team Billable Export.