Invoice

Overview

This guide explains how to set up your Invoice Settings.

To access these settings, select Settings from the main menu, then choose Invoices from the submenu. Alternatively, you can click here to go directly to the page.

Bank Account

In this section, add your organisation's bank details. These details will be shown on each invoice and will be used for self and plan-managed Participants to make payments for services delivered.

Notifications

If, for any reason, your bank details change within the software, the account owner will receive a notification.

Tax Details

In this section, you can edit the following;

ABN

Your Australian Business Number is used for tax purposes.

GST Registration

Indicates whether you are registered for the Goods and Services Tax.

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

Should you require a copy of all invoices to be sent to other team members, such as your accounts team, you can add those emails in this section. For example, accounts@astalty.com.au can be set to receive a copy of all outgoing invoices.

Payment Terms

This section allows you to set the default payment terms for your invoices. Astalty will showcase this at the bottom of your invoices and use it to calculate the due date. For instance, a 14-day payment term is set to ensure timely payments.

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 Scheduled support times on PDF invoices. Please note this will display the approved times for all supports and travel.

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.

This option is off by default, and no invoice types are selected until you choose them.

Invoice Email Message

Customize the message that accompanies your invoice emails. This is a great opportunity to communicate any pertinent details or personal touches with your invoice.

Notes

The notes section is critical for communicating important information. For example, a note here mentions, "Please note our bank details have recently changed." This will be displayed at the bottom of every invoice, ensuring your clients are always informed.

Plan Managed Invoices

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

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.

To address this issue, Astalty has created a setting that allows you to add a unique 'claim reference' to each item on the invoice. This helps differentiate between similar-looking charges, making the invoice clearer and reducing the likelihood of misunderstandings. For more information click here for the dedicated user guide article.

Invoice Splitting

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

By default, Astalty generates one invoice per management type per Participant when an Invoice Batch is finalised.

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

Some invoice recipients may require your business address or phone to be included on invoices before processing. if this is required, then use one or both of the following options:

• Show address on invoices, and
• 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

You can now add Participant home address to invoices. For more information on this process click here for the dedicated user guide article.

Updating Invoice Recipient Information

If your Plan Manager asks you for the Participant to be the recipient of the invoice and not them, that is not a problem. In Astalty, changing the recipient of an invoice is as easy fix. For a guide through this process click here for the dedicated user guide article.

Preview Options

To preview how your invoices and invoice email will appear.

1. Select Actions
2. Click on the relevant preview option.

This allows you to review both the invoice layout and the email content before sending.