How to update the Client Billing Contact for Clients who need to be Invoiced

This article discusses the situations where the Client Billing Contact is utilised, when they're Self Managing their NDIS Funding or when Non-NDIS or Billable Invoices need to be issued to the Client, how to update the Client's Billing Contact when necessary and what to do when a Client's NDIS Funding is Plan Managed. 

Audience: All

Summary

The following list summarises the content of this article. Click on the links below to take you to the relevant sections:

• When is the Client Billing Contact utilised?
  
  • Self Managed NDIS Funding
  • Non-NDIS Funding
  • Billable Charges
• How to update the Client Billing Contact
• What to do when the Client's NDIS Funding is Plan Managed

When is the Client Billing Contact utilised?

The Client Billing Contact is utilised for Clients who:

• Are Self Managing their NDIS Funding, or
• Receive Invoices for Billable or Non-NDIS Charges such as Activity Costs

Return to Summary

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Self Managed NDIS Funding

When a Client is Self Managing their NDIS Funding and Invoices need to be issued to the Client or their Nominee, the Client's Billing Contact needs to be updated to the relevant Personal Contact first. 

For example, our Client Saoirse is Self Managing her NDIS Funding, however, NDIS Invoices need to be issued to Mary O'Sullivan, who is Saoirse's Mother. Therefore, Mary has been updated as the Billing Contact in Saoirse's Client Contacts tab: 

When adding or updating NDIS Funding for the Client, their Financial Plan Manager (FPM) must be updated from the default selection of the NDIA: 

To the Client: 

Select Change to set this: 

And 'Save Client Funding' to save this change:  

This ensures that when NDIS Funding is utilised as the Client's Funding Source in the Activities they participate in: 

NDIS Invoices are issued to the Client's Billing Contact correctly:

If NDIS Invoices need to be issued to the Client directly and not a different Billing Contact, you would simply need to leave the Billing Contact set to the Client: 

Then update the FPM in the Client's NDIS Funding to the Client as outlined above:

This ensures that when NDIS Funding is utilised as the Client's Funding Source in the Activities they participate in, NDIS Invoices are issued to the Client directly:

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Non-NDIS Funding

When Invoices for Non-NDIS Funding need to be issued these are issued based on how the 'Debtor For Invoices' field in their Non-NDIS Funding record is configured, which by default is set to the Client's Billing Contact: 

When this Non-NDIS Funding record is utilised as the Client's Funding Source in the Activities they participate in: 

The charges are then billed to the Debtor as configured in their Non-NDIS Funding record: 

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Billable Charges

When Billable Invoices need to be issued to the Client or their Nominee, for Activity Costs for example: 

The Client's Billing Contact: 

Determines who Billable Invoices for Activity Costs are issued to: 

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How to update the Client Billing Contact

It is important to note that only Staff Members with the 'View Financial Information' privilege can update the Client's Billing Contact to the relevant Personal Contact if required. 

To update the Client's Billing Contact, select the ‘Change’ button: 

Select who the Billing Contact should be for the Client: 

Then select OK:

The Personal Contact is now set as the Client's Billing Contact. However, it is important to select 'Save Client' to save these changes to the record:

The Personal Contact is now set as the Client's Billing Contact and will be used as the Debtor when Invoices are being issued to the Client and will also appear in various Searches and Reports. 

Return to Summary

What to do when the Client's NDIS Funding is Plan Managed

When a Client’s NDIS Funding is Plan Managed, this is managed using Shared Contacts and not the Client Billing Contact setting.

A Shared Contact record with the NDIS Financial Plan Manager checkbox selected needs to be created: 

Once this has been saved, it will appear as available for selection in the Client's NDIS Funding record: 

Remember to save the Funding record for this change to be saved. 

NDIS Invoices are issued to the Client's Plan Manager correctly:

Please see the How to configure NDIS Direct Funding for Plan Managed Clients using Shared Contacts article linked below for more information regarding this.