Before You Start
You need access to Finance & Admin and Invoicing.
In this area, a client is created from a Participant record. When you select Create Client, the system redirects you to the New Participant page so the participant details can be added first.
Open the Clients tab
From the left sidebar, go to Finance & Admin.
Select Invoicing.
At the top of the Invoicing page, select the Clients tab.
Review the Clients page
The Clients page is used to manage clients and their information.
If no clients have been created yet, you will see an empty state that says No clients yet.
From this page, you can:
Search for a client
Filter client records
Create a new client
View clients once participant records have been created
Search for a client
Use the search field to search by name or NDIS number.
This is helpful when you already have multiple clients and need to find one quickly.
Use filters
Select Filters to narrow down the client list.
Filters help you manage larger client lists and find the right records faster.
Create a client
Select Create Client.
If the page is empty, you can also select Create first client.
The system will redirect you to the New Participant page.
This happens because invoicing clients are connected to participant records.
Complete the Participant Profile
On the New Participant page, complete the Participant Profile section.
Add the required details, including:
First Name
Last Name
Phone Number
Email Address
Case Manager
Branch
Group
Site
Account Status
Use the Account Status toggle to control whether the participant is active or inactive.
Select Save after completing this section.
Add Personal Information
Complete the Personal Information section if the details are available.
This may include:
Gender
Pronouns
Date of Birth
Address
Cultural Identity
Driver Licence Number
Centrelink Number
Medicare Number
Medicare Expiry Date
Tax File Number
USI
Commencement Date
End Date
Family Contact
Contacts
Select Save after updating this section.
Add School Details
Complete the School Details section if it applies to the participant.
This may include:
Address
Start Time
End Time
Drop Off Time
Pick Up Time
Transportation
Select Save after updating this section.
Add Support Details
Complete the Support Details section to record support network and care information.
This may include:
Default Organisation Type
NDIS
Support Contacts
Care & Behaviour Requirements
Opg Details
Public Trustee Details
Select Save after updating this section.
Add Medical Information
Complete the Medical Information section if relevant.
This may include:
Diagnosis
Medication
Allergies
Select Save after updating this section.
Add Rostering details
Complete the Rostering section if the participant needs rostering support.
Select the relevant Requirements, then select Save.
Return to the Clients tab
After saving the participant record, return to Finance & Admin > Invoicing > Clients.
The participant can now appear as an invoicing client once the required client or participant details are saved.
Important Notes
Selecting Create Client redirects to New Participant. This is expected behaviour.
A client must have a participant record before they can be used in invoicing.
Some sections may not be required for every participant. Complete the information that applies to the person.
Each section has its own Save button. Save each section after making changes.
The Clients page may show no records if no participant records have been created yet.
Troubleshooting
If Create Client opens the Participants page, this is correct. Create the participant first.
If a client does not appear after saving, check that the participant record was saved successfully.
If required fields are missing, complete the required fields in the Participant Profile section and save again.
If the client is inactive, check the Account Status toggle.
If you cannot see the Create Client button, check your permissions for Invoicing and Participants.
If search does not return a result, try searching by the participant’s full name or NDIS number.