Invoice

Overview

Open Settings > Invoices.

You need permission to view settings to open Invoice Settings and permission to update settings to change them. Admins have both permissions by default.

Bank Account

Add the bank details that Self Managed Participants and Plan Managers should use to pay invoices. These details appear on each invoice.

When the bank details change, Astalty notifies the Account Owner.

Tax Details

ABN

Your Australian Business Number is used for tax purposes.

GST Registration

Select this if your organisation is registered for GST.

Invoice Settings

To update your Invoice Settings, select Edit. From here, you can modify the following options:

• Accounts Email
• Additional Invoice Emails
• Payment Terms
• Invoice Number Prefix
• Show NDIS Registration Number on Invoices
• Show Support Times on Invoices
• Show Calendar Task Times on Invoices
• Show Support Worker Name on Invoice
• Invoice Email Message
• Notes
• Plan Managed Invoices (including adding Claim References to invoices)
• Invoice Splitting
• Additional Information

Once you've made any necessary changes, make sure to click Update.

Accounts Email

This email address will be listed at the top of the PDF invoices generated by Astalty.

Additional Invoice Emails

Add email addresses that should receive a copy of every outgoing invoice, such as your accounts team.

Payment Terms

Set the default number of days a recipient has to pay. Astalty uses this to calculate the due date and shows the payment terms at the bottom of the invoice.

Invoice Number Prefix

You can update the invoice prefix to align with your organisation's preferences. This is particularly useful if you operate multiple Astalty instances connected to the same Xero account.

To update the prefix:

• Enter your preferred prefix in the text box (alphanumeric characters only).
• A preview of the invoice number will appear next to the text box.
• Scroll to the bottom of the page and click Update to save your changes.

All future invoices will use your selected prefix.

Show NDIS registration number on Invoices

Enable this option to show your NDIS Registration Number on PDF invoices.

Show support times on Invoices

Enable this option to show the approved start and end times for scheduled supports and travel on PDF invoices.

Show calendar task times on Invoices

Enable this option to show the start and end time of tasks created from calendar events on PDF invoices. The time appears next to the date for each of those charges - for example, 26/06/2026 (10:00 - 12:00).

This option is off by default, so nothing changes on your invoices until you turn it on.

Show Support Worker Name on Invoice

Enable the Show support worker name on invoice option to show the name of the Support Worker who delivered each scheduled support on your PDF invoices. The name appears under the charge as Delivered By.

This is useful when a Participant has several charges that otherwise look identical - such as 2:1 Direct Support or Group Support, where two workers deliver the same support item at the same rate. Showing who delivered each line item makes the invoice easier for Plan Managers and Participants to reconcile, and reduces queries about apparent duplicate charges.

When you tick the checkbox, an Invoice types field appears. Choose which management types the name should appear on:

• Self Managed
• Plan Managed
• NDIA Managed

You can select any combination - for example, show the name on Self Managed and Plan Managed invoices only. Support charges on invoices for a management type you have not selected will not show a name.

A Display as dropdown then sets the name format for Support Workers whose own Invoice Display Name is Not set - a worker's own Do not display, Full Name or First Name & Last Initial choice still overrides it:

• First name & last initial - for example Tad G. This is the default.
• Full name - for example Tad Gislason.

Preview Invoice PDF (see Preview Options below) reflects whichever format you choose. This option is off by default, and no invoice types are selected until you choose them.

Invoice Email Message

Enter the message Astalty should include in invoice emails.

Notes

Enter information that should appear at the bottom of every invoice, such as a notice about changed bank details.

Plan Managed Invoices

Determine who should be listed as the recipient, whether it be the Plan Manager or the Participant.

• Plan Manager - the Plan Manager is shown in the To section of the PDF invoice.
• Participant - the Participant's name is shown in the To section, and the Plan Manager is shown separately. New accounts start here, because Plan Managers increasingly ask not to be named as the recipient.

This setting controls the plan-managed PDF only. The email is still sent to the Plan Manager's primary invoice email, with any additional invoice emails copied according to the invoice email rules.

Adding Claim References to Invoices

When billing for tasks, it's common for tasks to have the same billable time and line item code. This can make them hard to distinguish on the invoice, leading Plan Managers to sometimes mistake these charges for errors or duplicate charges.

The setting adds each charge's unique claim reference to plan-managed invoice PDFs and to accounting-platform line descriptions. It does not add claim references to self-managed or NDIA-managed invoice PDFs. New accounts start with it on. See Adding Claim References to Invoices.

Invoice Splitting

Invoice Splitting is available on the Professional and Premium plans.

This setting allows Providers to automatically separate invoices where charges span different plan dates or funding period boundaries, removing the need for manual invoice batch separation.

Default Behaviour

The option labelled Default generates one invoice per management type per Participant when an Invoice Batch is finalised. New accounts start with Split across funding periods selected, but existing accounts keep their saved option.

Example:

Participant: John Doe

• Plan 1: 01/01/2025 - 31/12/2025
• Plan 2: 01/01/2026 - 31/12/2026

If an Invoice Batch is created for the period:

• 29/12/2025 - 11/01/2026

The generated invoice will include charges that fall under both Plan 1 and Plan 2. As a result, John's Plan Manager (PM) will receive a single invoice covering charges across two different plan periods.

Split Across Funding Periods

With the Split across funding periods option enabled, Astalty will automatically separate invoices based on plan or funding period boundaries.

Using the example above, two invoices would be generated automatically removing the need to manually create separate invoice batches:

• One invoice for charges under Plan 1
• One invoice for charges under Plan 2

This setting also applies to NDIS Plan Funding Periods within a single Plan. If selected, Astalty will automatically generate:

• One invoice for charges within Funding Period 1
• One invoice for charges within Funding Period 2

Additional Information on Invoices

If recipients need your organisation's contact details on invoices, enable one or both of these options:

• Show address on invoices
• Show business phone on invoices

Unit price display

The Unit price display dropdown controls whether the price shown against each line item on your PDF invoices includes GST.

• GST inclusive - the unit price shown includes GST. This is the default, and matches how Astalty has always displayed invoices.
• GST exclusive - the unit price shown is the GST-exclusive amount.

This is useful when your Plan Managers or Participants prefer to see prices before GST, or when you need the unit price on the invoice to match internal pricing and reporting.

To change it, go to Settings → Invoices, select Edit, scroll to Additional Information on Invoices, choose your preferred option, and click Update.

What changes, and what does not

Choosing GST exclusive changes the unit price column only:

• The quantity, the line Total, the GST amount, the subtotal and the invoice total are all unaffected, so the amount you are owed never changes.
• Only line items that actually attract GST are converted. Charge Items set to GST Free Income or BAS Excluded keep the same unit price under either option, so a single invoice can show a mix of converted and unconverted unit prices.
• Only the PDF invoice is affected. The charges shown on the invoice screen in Astalty, bulk upload files, NDIS payment requests and the figures sent to Xero all stay the same.

Other Invoice Settings

Adding Participant Address details to Invoice

The Participant-level Show address on invoices option adds that Participant's primary address to their invoice PDFs. See Adding Participant Address to Invoices.

Updating Invoice Recipient Information

Choose whether the Plan Manager or Participant appears in the To section of plan-managed invoice PDFs. This does not change the email recipient. See Updating Invoice Recipient Information.

Preview Options

Open Actions, then select the PDF or email preview. Preview Invoice PDF downloads the preview to your device.