# Invoice

Source: https://docs.astalty.com.au/guide/settings/invoices-settings

> Set up how your invoices are generated and presented.

## Overview

Open [**Settings > Invoices**](https://app.astalty.com.au/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.

![The Invoices settings page with the Bank Account card highlighted, showing the Account Name, BSB and Account Number and an Edit button.](https://docs.astalty.com.au/assets/bank-account-1.png)

## Tax Details

#### ABN

Your Australian Business Number is used for tax purposes.

#### GST Registration

Select this if your organisation is registered for GST.

![The Invoices settings page with the Tax Details card highlighted, showing the ABN, GST Registration set to Registered for GST, and an Edit button.](https://docs.astalty.com.au/assets/tax-details-1.png)

## 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**.

![The Invoices settings page with an arrow pointing to the highlighted Edit button on the Invoice Settings card, beside Actions.](https://docs.astalty.com.au/assets/edit-invoice-settings-1.png)

### Accounts Email

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

![The Invoice Settings card with the Accounts Email highlighted, alongside the Additional Invoice Emails, Payment Terms of 14 days, Invoice Number Prefix I-001-0001, Invoice Splitting Mode, Invoice Email Message and Notes.](https://docs.astalty.com.au/assets/invoices1.png)

### 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.

While you invoice through MYOB, a new prefix can have at most 3 letters or numbers, because MYOB keeps invoice numbers of at most 13 characters. See [Invoice Number Prefix](https://docs.astalty.com.au/guide/integrations/myob-integration/configuring-the-integration#invoice-number-prefix).

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 drawer, tick **I understand this will change my invoice numbering**, and click **Update** to save your changes.

All future invoices will use your selected prefix.

![The Invoices settings page with Invoices highlighted in the settings menu and an arrow pointing to the Edit button on the Invoice Settings card, which shows the Invoice Number Prefix I-001-0001.](https://docs.astalty.com.au/assets/invoice-prefix-1.png)

![The Update Invoice Settings drawer with the Invoice Number Prefix highlighted in the Invoice Appearance section, showing INV in the Prefix box, a preview of INV-001-0001 beside it, and the note that the prefix can be up to 5 letters and numbers.](https://docs.astalty.com.au/assets/invoice-prefix-2-guide.png)

### Show NDIS registration number on Invoices

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

![The Invoice Appearance section of the Update Invoice Settings drawer, with Show NDIS registration number on Invoices ticked and highlighted below the Invoice Number Prefix, above the Show support times and Show calendar task times options.](https://docs.astalty.com.au/assets/invoices3.png)

### Show support times on Invoices

Scheduling add-on - This feature requires the Scheduling add-on, which is available on Astalty Premium. See How to enable Scheduling.

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

![The Invoice Appearance section of the Update Invoice Settings drawer, with the Show support times on Invoices checkbox highlighted and unticked, and its note that it shows the approved times for every support and travel entry on PDF invoices.](https://docs.astalty.com.au/assets/invoices4-guide.png)

### 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.

> **How this differs from support times**
>
> This setting only affects tasks created from calendar events. It is separate from **Show support times on Invoices** - support charges and direct charges are unaffected.

![The Invoice Appearance section of the invoice settings, with Show calendar task times on Invoices ticked alongside Show NDIS registration number on Invoices and Show support times on Invoices, and Show support worker name on invoice unticked below.](https://docs.astalty.com.au/assets/invoice-settings-show-calendar-task-times.png)

![A line item on an invoice PDF for a task created from a calendar event, with the date and time shown as 12/09/2026 (09:00 - 11:00) above the task name, support item, Claim Type, Claim Reference and the worker's AHPRA number.](https://docs.astalty.com.au/assets/invoice-calendar-task-times-example.png)

### 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](https://docs.astalty.com.au/guide/finance/invoicing/invoices/group-support-ratios), 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](#preview-options) below) reflects whichever format you choose. This option is **off by default**, and no invoice types are selected until you choose them.

![A ticked Show support worker name on invoice checkbox, described as showing the support worker's name on PDF invoices for the selected management types, above an Invoice types field holding Self Managed, Plan Managed and NDIA Managed, and a Display as dropdown set to First name & last initial.](https://docs.astalty.com.au/assets/invoice-settings-support-worker-name-display-as-guide.png)

> **This only names Support Workers left Not set**
>
> Turning this on is a **global, provider-wide** change - it names every Support Worker whose own **Invoice Display Name** is **Not set** on their scheduled-support charges, in the **Display as** format above. Workers with an explicit **Do not display**, **Full Name** or **First Name & Last Initial** choice keep that instead. Check each Support Worker's setting before turning this on - see [User Name and Registration Number](https://docs.astalty.com.au/guide/finance/invoicing/invoices/user-name-and-registration-number#step-3--allow-names-on-scheduled-support-charges).

> **Charges from Tasks are unaffected**
>
> This setting, and **Display as**, only apply to charges from **scheduled supports and travel**. Charges from Tasks already show the assigned user's name whenever their **Invoice Display Name** is **Full Name** or **First Name & Last Initial**, regardless of this setting. Direct charges are not linked to a user, so they never show a **Delivered By** name.

![The sample Tax Invoice PDF from Preview Invoice PDF, numbered I-SAMPLE-0001, with an arrow pointing to the Delivered By name Sample S. under the first line item, above its AHPRA and WWCC numbers. The second line item shows the same Delivered By details.](https://docs.astalty.com.au/assets/invoice-delivered-by-line-items.png)

### Invoice Email Message

Enter the message Astalty should include in invoice emails.

![The Invoice Email Message setting, showing a New Invoice email that reads Please find attached invoice I-007-0341, an empty message box for your text, and the sign-off Thank you, Astalty.](https://docs.astalty.com.au/assets/invoice-message.png)

### Notes

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

![The Invoice Notes setting, with the hint that notes are shown at the bottom of the invoice and a note entered that reads Please note our bank details have recently changed.](https://docs.astalty.com.au/assets/invoice-note.png)

![The bottom of an invoice PDF with an arrow pointing to the highlighted Notes section, which reads Please note our bank details have recently changed, beside the Payment Details.](https://docs.astalty.com.au/assets/notes-on-invoice.png)

### 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.

![The Plan Managed Invoices settings with the Who should be listed as the recipient options highlighted, showing Plan Manager selected and Participant as the alternative.](https://docs.astalty.com.au/assets/plan-managed-invoices.png)

### 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](https://docs.astalty.com.au/guide/settings/invoices-settings/adding-claim-references-to-invoices).

![The Plan Managed Invoices settings with the Include the claim reference for each item on the invoice checkbox highlighted and unticked, below the recipient options with Plan Manager selected.](https://docs.astalty.com.au/assets/claim-reference.png)

### 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.

![The invoice settings drawer with the Invoice Splitting section highlighted, showing Default selected and Split across NDIS Plans & Funding Periods as the alternative, and an arrow pointing to the Update button.](https://docs.astalty.com.au/assets/invoice-splitting.png)

#### 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 NDIS Plans & 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.

> **Plan managed invoices that span two plan periods**
>
> Some Plan Managers may reject these invoices because they span multiple plan periods. Previously, Providers had to manually create two separate invoice batches to avoid this issue.

#### Split Across Funding Periods

With the **Split across NDIS Plans & 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**

![The Additional Information on Invoices section of the invoice settings, with Show address on invoices and Show business phone on invoices highlighted and unticked above the Unit price display dropdown, and an arrow pointing to the Update button.](https://docs.astalty.com.au/assets/additional-information-guide.png)

![A Tax Invoice PDF with the Business Phone and Address highlighted in the From section, below the ABN and Registration number.](https://docs.astalty.com.au/assets/additional-details-invoice-2-guide.png)

#### 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**](https://app.astalty.com.au/settings/invoices), select **Edit**, scroll to **Additional Information on Invoices**, choose your preferred option, and click **Update**.

![The Additional Information on Invoices section of the invoice settings, showing the Show address on invoices and Show business phone on invoices checkboxes above a Unit price display dropdown set to GST inclusive.](https://docs.astalty.com.au/assets/invoice-settings-unit-price-display.png)

#### 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 or MYOB all stay the same.

> **Unit price × quantity will not match the line total**
>
> Because only the unit price is converted, a **GST exclusive** invoice shows a unit price that does not multiply out to the line **Total** - the total stays GST inclusive. For example, a `$100.00` GST-inclusive unit price for 2 hours shows as `$90.91` per unit against a `$200.00` total.
>
> The PDF also does not state which option is in use - the price column heading reads **Price** either way. It is worth letting your Plan Managers know before you switch, so the two figures not reconciling on the face of the invoice does not prompt queries.

> **This also applies to invoices you have already raised**
>
> Astalty does not keep a saved copy of the invoice PDF - the unit price is worked out from your current settings each time an invoice is downloaded, emailed or resent. Changing this option therefore changes **every** invoice PDF, including invoices raised before the change, the next time one is produced.
>
> Invoices already sent to Xero or MYOB are not updated, as Astalty sends each invoice once.

### 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](https://docs.astalty.com.au/guide/settings/invoices-settings/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](https://docs.astalty.com.au/guide/settings/invoices-settings/updating-invoice-recipient).

## Preview Options

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

![The Invoices settings page with the Actions menu on the Invoice Settings card highlighted and open, showing Preview Invoice Email as option 1 and Preview Invoice PDF as option 2.](https://docs.astalty.com.au/assets/invoice-preview-1.png)

![The invoice email preview over the Invoices settings page, showing a New Invoice email that reads Please find attached Invoice I-007-0341, signed Thank you, Astalty.](https://docs.astalty.com.au/assets/invoice-email-preview-1.png)

![A sample Self Managed Tax Invoice PDF preview, numbered I-SAMPLE-0001, with two line items that each show the Claim Type and the Support Worker who delivered it, Sample S., and an Amount Due of $310.65.](https://docs.astalty.com.au/assets/invoice-preview-1a.png)