Claiming and invoicing overview

Visualcare connects your service delivery to your accounting and claiming systems. Once timesheets are confirmed, you export them as invoices (to bill clients or payers) or as payroll data (to pay workers). The export process varies depending on the funding type and your accounting software.

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Setting up for invoicing

Before you can export invoices, client profiles and services need to be linked to their matching records in your accounting software. This mapping tells Visualcare where to send each invoice and which inventory item to bill against.

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Client setup

Each client profile needs an Accounting Code that maps to a contact in your accounting software (for example, a Xero contact).

1. Open the client’s profile and go to the Finance tab.
2. Click the Accounting Code drop-down and select the matching contact.
3. If the client doesn’t appear in the list, create the contact in your accounting software, then resync so it appears in the drop-down and can be selected.

To set up a payer for a client:

1. Go to Maintenance → Payers and create the payer record.
2. Assign an Accounting Code to the payer so invoices route to the correct contact in your accounting software.
3. Open the client’s profile and assign the payer under their funding agreement or profile settings.

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Service setup

Each service also needs an Accounting Code linking it to an inventory item in your accounting software.

1. Go to Maintenance → Services.
2. Select the service you want to configure.
3. Click the Accounting Code drop-down and select the matching inventory item from your accounting software.

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How data export works

All billing and payroll exports start from the Timesheets tab in vCore. The Data Export page is your central hub for sending confirmed timesheet data to your accounting software, the National Disability Insurance Scheme (NDIS) portal, or other claiming systems.

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Payer lookup order

When you export invoices, Visualcare determines who to bill using this order:

1. Agreement payer - the payer listed on the client’s agreement
2. Client profile payer - the payer set in the client’s profile
3. Client accounting code - the accounting code on the client’s profile

If none of these are set, the export summary shows an error for that timesheet entry.

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Getting to data export

Navigate to Timesheets → Data Export. The dates default to the current payroll period. To export invoicing on a different cycle (for example, weekly invoicing with fortnightly payroll), set a specific date range at the top of the screen and click Reload. All confirmed shifts for that period display at the bottom.

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Selecting and exporting timesheets

Select the items you want to export using the tick boxes on the left. Then click the relevant export button:

• Export Invoices - sends invoice data to your accounting software or downloads a CSV
• Export Timesheets - sends payroll data to your accounting software
• Export KMs - an option under the Export Timesheets drop-down that exports kilometre reimbursements for payroll (after timesheets have been approved). There is no separate KM export for invoicing - transport kilometres charged to the client are automatically added to the client’s invoice in the standard invoice export
• Export to NDIS - exports a CSV for NDIS claiming

Both the invoice and timesheet export buttons display an Export Summary that highlights any errors and explains why specific items won’t export. You can filter to show only failures or only successful items, and download the failures as a CSV to correct missing codes.

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How payroll export matching works

When you export timesheets for payroll, Visualcare matches the Accounting Code on the worker’s profile to the employee or supplier contact in your accounting software. The worker’s Pay Level (set in their Finance section) determines which pay item to export against based on the service’s pay level configuration.

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Export types at a glance

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Expenses

Expenses are recorded on the client profile under the Expenses tab and flow through to data export. See Client expenses for how to record and manage them, and Bulk import expenses for SAH if you’re loading SAH participant expenses in bulk. Expenses fall into two categories during export:

• Charge to client - expenses marked with Is Charge are exported as invoices to the client or payer
• Reimburse to worker - expenses marked with Is Reimbursement are exported through the payroll export process

Both types are accessed from the Expenses tab at the top of the Data Export page. For SAH participants, chargeable expenses are claimed through the SAH claiming workflow rather than the standard invoice export.

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Submitting claims to Services Australia (SAH)

Support at Home (SAH) claims are submitted directly to Services Australia through Visualcare’s SAH claiming screen, not through the standard Data Export page. This is a separate workflow because SAH requires reconciliation, split invoices (government and participant portions), and, for Assistive Technology and Home Modifications, receipt attachments.

1. Go to Timesheets → SAH Claiming.
2. Confirm each participant’s Services Australia API connection is set up.
3. Follow the steps in Billing to Support at Home to create, submit, and reconcile the claim.

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Running into issues?

See Finance troubleshooting for common errors and fixes.

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