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This article covers the financial management tools for Home Care Package (HCP) and Support at Home (SAH) clients, including the HCP statement calculator, bulk operations, monthly SAH statements, and data exports.

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HCP tab on the client profile

The HCP tab contains all HCP statements for a client, plus configuration items for calculations and claim files. Select a client and open Client Profile → HCP tab. HCP tab overview

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Client HCP setup

At the top of the HCP tab, configure these settings for the selected client. Click Save after making changes. HCP setup fields
If Invoice to Client Payer is not set, the client’s Accounting Code on the profile page is used in the export for invoicing.

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Creating the first HCP statement

Click Create to start a new Home Care Package statement. Create HCP statement button A pop-up window opens where you enter the package start and opening balance details. New HCP statement pop-up Click Create to generate the first HCP statement period.
For opt-out clients, untick the Opted-In box and enter the Provider Held Commonwealth Portion balance instead.

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Managing statement periods

Once a period is created, it appears in the table on the HCP tab. HCP statement periods table
  • Open to edit - double-click a period to open the calculation page
  • Close and roll over - click Close Last Period & Add New once the previous period is calculated
  • Delete - remove a period or multiple periods if needed
Deleting a previous period also removes all following statement periods. Use this feature with caution.

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HCP statement calculator

The calculator is split into several sections for managing the full financial picture of a client’s HCP.

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Package details

Package details section
  • Period Start rolls over from the previous period or initial start date
  • Period End defaults to end of month (editable for partial month statements)
  • Package Level flows from the client profile or is selectable from the drop-down
  • Opening Balance is the total of HCA, Unspent Amount, Commonwealth Portion, and Care Recipient Portion

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Package income

The daily government subsidy is pre-filled based on the client’s package level. Use the Override tick box to adjust.Government subsidy field
Enter the daily ITF based on government advice. The amount determines the split between government and client contributions.ITF configurationOptions include:
  • Paid - already paid by the client, excluded from invoice but included in calculations
  • Inclusive - included in package income and calculations (this box must be ticked if an ITF amount exists)
  • Waived - excluded from all calculations
If the ITF changes mid-month, tick ITF Changed, select the date, and enter the new amount.ITF changed fieldsIf you’re paying all or part of the ITF for the client, tick Provider contributes ITF and enter a percentage.Provider contributes ITF
Monthly top-up allows pre-arranged additional client funds to cover care not covered by government funding. Enter a dollar amount and optional note.Top up field
  • Paid - already received, excluded from invoice
  • Inclusive - yet to be received, included in invoice
Select supplements using tick boxes or from the drop-down. Values pre-fill based on the package level.SupplementsUse Other Subsidies for subsidy adjustments, such as partial supplement payments or differences in government contribution.Other subsidies
Flows from Settings → Finance → Home Care Packages. Override on a per-client basis using a dollar amount or percentage.Basic Daily Fee
  • Paid - already received, excluded from invoice
  • Inclusive - yet to be received, included in invoice (must be ticked for correct calculation)
Care Recipient Funds - add client-contributed funds transferred from a previous provider.Care recipient funds transferCommonwealth Funds - add government-contributed funds from a previous provider. Use the drop-down to select the balance the funds were transferred into.Commonwealth funds transferGovernment Adjustment 1 and 2 - reflect any government adjustments to previous periods or the current statement.Government adjustments

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Package charges

Package Management Fee - flows from Settings → Finance → Home Care Packages. Calculated as a dollar amount or percentage of total income. Tick Override to adjust per client.Package management feeCare Management Fee - same structure. Tick Override to adjust per client.Care management feeBoth fees are capped based on government requirements.
Flows from HCP settings as a dollar amount up to a maximum balance. To absorb the contingency and reset it to zero, tick the box beside the balance.Contingency fund

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Service costs

Service costs columns Service types include:
  • Services - standard worker HCP services
  • Services (External) - services from broker or supplier workers (for example, third-party gardeners)
  • Services (Location) - services from location rosters (group settings)
Service types breakdown Additional items include expenses, expenses invoiced to the client, extra charges from timesheets, and total kilometres. Additional service cost items

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Totals and closing balance

The totals section shows the movement through the package for the period. Statement totals The closing balance is broken into:
  • Provider-held Commonwealth Portion - government funds held by the provider (opt-out clients only)
  • Provider-held Care Recipient Portion - client-contributed funds held by the provider
  • Home Care Account Balance - tracks government fund movements, aligning with the Services Australia statement
  • Unspent Amount Balance - government funds not yet spent on services (opt-in clients only)
Closing balance breakdown

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Calculate and generate statements

Calculate and statement buttons

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Bulk HCP operations

Bulk operations are found in Timesheets → Data Export - HCP. Data Export HCP location

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Summary page

The summary page shows all Calculated and Finalised HCP statements for a selected period. Select a month using the calendar icon and click Reload. HCP summary page Statement highlighting:
  • Yellow - not yet calculated
  • Grey - HCP funding has ended
  • No highlight - calculated or finalised

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Bulk actions

Bulk action buttons
  1. Select the required month and click Reload
  2. Tick the clients to calculate
  3. Click Bulk Calculate
  4. Review the summary of successful calculations and any errors
Bulk calculate summaryEnsure all expenses, services, and fee changes (including Income Tested Care Fees and management fee overrides) are entered before the final bulk calculate.
  1. Select the month and click Reload
  2. Ensure all clients are calculated
  3. Tick the clients to include
  4. Click Export to Services Australia
  5. Choose Export CW Unspent Amount CSV or Export Invoice Amount CSV
Export to Services Australia optionsReview the validation summary. If all clients show green ticks, click Process Export to generate the CSV file for upload to the Services Australia portal.Export validation summaryThe Commonwealth Unspent Amount process only picks up values for provider-held amounts. If your organisation has none, skip this step.

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SAH monthly statements

The SAH Statements feature generates and sends monthly participant statements summarising services, budget usage, and care management activities.

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Statement workflow

The recommended order for accurate statements:
  1. Submit SAH claims to Services Australia
  2. Upload Payment Statement CSV and reconcile
  3. Generate invoices (government and participant portions)
  4. Generate and send monthly statements
Statements do not submit or reconcile claims, and do not generate invoices. Always generate statements after reconciliation for accurate figures.

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Statement dashboard

The dashboard shows banners indicating how many participants need statements:

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Creating and sending statements

1

Review ready participants

Navigate to the Statements section. The dashboard shows participants who need statements for each month.
2

Create statement batch

Click Create, review the participant list, select individuals or use Select All, and click Create Statement.
3

Review drafts

Check each participant’s statement for correct budget information, communication preference, and contact details. Recreate individual statements if data has changed.
4

Send statements

Click Send Statement to email statements and generate a ZIP file for postal delivery. Statements are only sendable for previous months (not the current month).
5

Download ZIP for posting

After sending, download the ZIP file containing PDFs for participants who need postal delivery. Print and mail these promptly.

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Statement statuses

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Communication preferences

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Running into issues?

See Client management troubleshooting for common errors and fixes.

SAH agreements

Set up and manage Support at Home agreements

Care plans and service agreements

Track care management time and activities

Client expenses

Record and manage expenses on the client profile