# Reviewing Billable Hours Before creating invoices, validate that all service hours are documented correctly. This ensures accurate billing and prevents errors. ## Quick Steps (For Managers) 1. **Go to Organisation Calendar** 2. **Select the time period** to review (e.g., this month) 3. **Check for:** - All appointments have progress notes - Hours match scheduled time - All required fields completed 4. **Follow up** on missing or incomplete notes ## Related Guides ### For Managers: - [About Organisation Calendar](../features/scheduling-rostering/organisation-calendar.md) - Validating hours organisation-wide - [Workforce Rostering](../features/scheduling-rostering/workforce-rostering.md) - [Running Reports](../features/reporting/running-reports.md) - Activity reports ### For Coordinators: - [Billable Hours and NDIS Support Coordination](../features/invoicing-claims/support-coordination-billing.md) - [Track Non-Billable Line Items](../features/invoicing-claims/non-billable-items.md) ### Complete Documentation: - [Reporting & Auditing](../setup-and-configuration/staff-management/index.md) --- ## What to Validate ### Check Progress Notes Exist: ✅ Every appointment should have a progress note ✅ Progress notes match appointment details ✅ All required fields are completed ### Verify Hours: ✅ Clock in/out times are accurate ✅ Hours match service agreement ✅ Non-face-to-face hours documented (coordination) ### Confirm Details: ✅ Correct participant ✅ Correct service/line items ✅ Correct location ✅ Staff member recorded --- ## Weekly Validation Workflow **Recommended: Friday Afternoons** 1. **Review This Week** - Check Mon-Fri progress notes 2. **Identify Gaps** - Any appointments without notes? 3. **Follow Up** - Contact staff about missing documentation 4. **Verify Hours** - Check totals match expectations 5. **Approve** - Mark as validated/ready for invoicing --- ## Month-End Process **Before Creating Invoices:** 1. **Run Activity Report** - Generate report for the month 2. **Review Totals** - Check billable hours by participant 3. **Validate Against Schedules** - Compare to Organisation Calendar 4. **Check for Anomalies:** - Unusually high/low hours - Services outside participant's plan - Duplicate entries 5. **Get Sign-Off** - Coordinator or manager approval --- ## For Support Coordinators Track your own coordination hours: - Phone calls with providers - Care plan development - Service coordination meetings - Documentation and reporting - Crisis response Learn more: [Billable Hours and NDIS Support Coordination](../features/invoicing-claims/support-coordination-billing.md) --- ## Common Issues & Solutions **Issue:** Appointment has no progress note **Solution:** Contact support worker to create note **Issue:** Hours don't match appointment **Solution:** Check if service ran shorter/longer than scheduled; verify clock in/out times **Issue:** Wrong service documented **Solution:** Edit progress note to correct service/line items **Issue:** Missing staff on progress note **Solution:** Add staff member who delivered service --- [Need to raise a request? Contact us.](https://conversations-app.brevo.com/)