Task-based billing for coordinators
Support coordination invoicing, from task to draft.
Record billable time on a participant’s task. Completed tasks feed coordination invoice lines, kept separate from direct support and ready for review.
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From a completed task to a coordination invoice
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Record time with the participant’s task
Record the participant, support item and billable time on the task. Notes and billing stay together, so your office can trace an invoice line to the work performed.
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Build the billing period’s invoice
With automatic generation enabled, completing a task creates or refreshes the participant’s coordination invoice. With generation disabled, task changes update existing drafts only. Check this setting if you also use recurring direct-support plans.
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Keep coordination and direct support separate
Keep coordination and direct-support invoices separate under the same participant. Task charges feed coordination billing; shifts or recurring participant plans feed direct-support billing.
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Review the payer and move into accounting
Invoices are split by NDIA-managed, plan-managed and self-managed funding. Review task charges and the payer, then sync to Xero or MYOB or export NDIA-managed lines for bulk upload.
Example: one participant, two services
A fictional participant receives coordination and direct support from the same organisation. The two services keep their own invoice records.
Complete coordination work
A coordinator records 30 billable minutes on a completed participant task, with the applicable support item.
Record direct support
A worker completes a direct-support shift. That shift supplies the direct-support billing record in shift-based mode.
Review separate invoices
Review the task-based coordination invoice and the shift-based direct-support invoice separately, including each payer and accounting destination.
This illustrates service separation. Your organisation still checks the correct support item, chargeable time, service records and funding arrangements.
Show us how your coordinators record billable work
Bring a fictional task, billable time and support item. We’ll trace the invoice and check generation settings, funding and accounting. Include a direct-support shift and invoicing mode if you provide both services.
Common questions
01How does support coordination time become an invoice?
Log billable time on a participant’s task against an NDIS support item. A completed task supplies the coordination invoice lines. With automatic invoice generation enabled, TakeCareOS creates or refreshes the period’s invoice; with it disabled, task changes refresh existing draft invoices.
02Can we invoice coordination and direct support separately?
Yes. A participant can receive support coordination, direct support or both. Task charges belong to coordination invoices and shift charges belong to direct-support invoices, keeping the two services separate under the same participant record.
03Does coordination billing support all NDIS funding modes?
Coordination invoices are split by NDIA-managed, plan-managed and self-managed funding. Export NDIA-managed lines in the bulk upload file for portal submission, and sync invoices to Xero or MYOB for accounting.
04Can recurring participant invoice plans generate coordination invoices?
Recurring participant invoice plans create direct-support drafts. Support coordination invoices use task-based charges. Bring both workflows to a demo so we can check the generation settings and accounting setup for your organisation.