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Invoices

The Invoices sections allow you to manage all billing activities within the Sensible Care platform. You can create and submit invoices for services delivered, and track their progress through the approval and payment workflow.

To access these sections, click Invoices from the left-hand navigation menu.

Important: The Invoices section is only enabled after the Compliance Officer has reviewed and approved your compliance documents. If your compliance documents are incomplete, pending, or not yet approved, invoice creation will remain restricted until your compliance status is confirmed as approved.

Invoices

Overview​

The Invoices section is designed to help you:

  • Efficiently manage your billing activities
  • Maintain accurate invoice records
  • Ensure all submitted invoices align with your approved services

The page provides two methods for submitting invoices:

  • Create Invoice — Manually build an invoice within the platform
  • Upload PDF / CSV — Upload a pre-generated invoice file

Creating an Invoice Manually​

To create an invoice manually, navigate to the Invoices page and select the Create Invoice tab.

Step 1 — Enter Invoice Details​

Complete the following fields:

Client Name​

Click the Client Name field and search for the client associated with the services provided. A Select Client popup will appear, allowing you to search by name and select the correct client from the list.

Important: Ensure you select the correct client before proceeding, as this determines service eligibility and billing validation.

Invoice ID​

Enter a unique invoice number or reference ID.

Tip: Use a consistent invoice numbering format for easier tracking and reporting.

Invoice Date​

Select the date the invoice is being issued. Ensure this accurately reflects the billing period.

Step 2 — Add Line Items​

Each invoice must include at least one line item representing the service delivered. Under the Line Items section, complete the following for each item:

Description​

Enter a clear description of the service provided.

Examples:

  • Home Care Management
  • Transport Assistance
  • Therapy Session

Quantity​

Enter the quantity associated with the service.

Examples:

  • Number of hours
  • Number of sessions
  • Number of visits
  • Kilometres

Price​

Enter the approved service rate aligned with your billing configuration in My Services.

GST​

Enter the GST amount applicable to the service where relevant. The platform will automatically calculate and display:

  • Subtotal
  • Total GST
  • Grand Total

Step 3 — Add Additional Line Items (If Required)​

If you are billing for more than one service in the same invoice, click + Add Row to add additional line items.

Step 4 — Save and Submit​

Once all details have been entered and reviewed, click Save Invoice to submit the invoice for processing.

Uploading an Invoice via PDF or CSV​

If you use external accounting software or have pre-generated invoices, you can upload them directly.

How to Upload​

  1. Navigate to the Invoices page
  2. Select the Upload PDF / CSV tab
  3. Upload your file

What Happens After Upload​

The platform will automatically:

  • Extract invoice data from the uploaded file
  • Match client records
  • Validate the details against your approved services

Before Confirming​

Always carefully review the extracted information, including:

  • Client details
  • Invoice number
  • Service descriptions
  • Pricing
  • GST totals

Reviewing Invoice Totals Before Submission​

Before submitting any invoice, carefully review all entered information.

What to Verify​

  • Client name is correct
  • Service descriptions are accurate
  • Quantities are correct
  • Unit pricing matches approved rates
  • GST calculations are correct
  • Grand total is accurate

Accurate invoice information helps prevent:

  • Payment delays
  • Invoice rejections
  • Billing disputes
  • The need for manual corrections