Before You Start
You need access to Finance & Admin and Invoicing.
Before logging an interaction, make sure the relevant participant already exists in the system.
Some interaction fields may depend on your organisation’s setup, including:
Interaction types
Service item categories
NDIS billables
Participant plans
Sites
Coordinators
Open the Interactions tab
From the left sidebar, go to Finance & Admin.
Select Invoicing.
At the top of the page, select the Interactions tab.
This page is used to track service interactions and activities.
Review the Interactions page
The Interactions page includes:
A search bar
A Filters button
A Log Interaction button
An empty state if no interactions have been created yet
If no interactions exist, the page will show No interactions yet.
You can select Log first interaction to create the first record.
Search for an interaction
Use the search field to search by:
Reference
Participant
Coordinator
This helps you quickly find an existing service interaction once records have been added.
Use filters
Select Filters to open the filter options.
You can filter interactions by:
Type
Status
Consent Type
Service Item Category
Date From
Date To
Duration Min
Duration Max
Cost Min
Cost Max
Use filters to narrow the list by date range, cost, duration, status, or service category.
Log a new interaction
Select Log Interaction.
This opens the New Interaction page.
The interaction form is split into 4 steps:
Step 1 of 4: Details
Step 2: Activity
Step 3: Billing
Step 4: Consent
Use Next to move through the steps.
Complete Step 1: Details
In Step 1: Details, complete the Core Information section.
Add the required details:
Participant
Support Coordinator
Site
Interaction Type
Fields marked with an asterisk are required.
If a participant has no active plan, a warning may appear stating "No active plan".
If no interaction types are available, the Interaction Type field may show that no interaction types are available.
Review recommended shifts
The Recommended shift section shows shifts that overlap the interaction start and end time.
If no related shifts are found, the page will show No related shifts found for this time.
Use this section to check whether the interaction is connected to an existing shift.
Continue to Step 2: Activity
Select Next to continue to Step 2: Activity.
Use this step to record what happened during the interaction.
Complete the activity details required by your organisation.
Continue to Step 3: Billing
Select Next to continue to Step 3: Billing.
Use this step to add service items and units for the interaction.
This information helps connect the interaction to invoicing and claim preparation.
Continue to Step 4: Consent
Select Next to continue to Step 4: Consent.
Use this step to capture or skip consent, depending on your organisation’s process.
Review the details before completing the interaction.
Save or complete the interaction
After completing all required steps, save or submit the interaction.
Once saved, the interaction will appear in the Interactions list.
Important Notes
A participant is required before an interaction can be logged.
The interaction workflow has 4 steps: Details, Activity, Billing, and Consent.
Required fields are marked with an asterisk.
If the participant has no active plan, the system may show a No active plan warning.
If no interaction types are available, check that interaction types have been configured.
Recommended shifts only appear when there are shifts that overlap the interaction time.
Troubleshooting
If you cannot log an interaction, check that you have access to Invoicing.
If the participant does not appear, confirm that the participant record has been created and saved.
If the page shows No active plan, check whether the participant has an approved and active plan.
If Interaction Type is required but no options are available, ask an admin to configure interaction types.
If filters do not return results, clear the filters and search again using the participant name or reference.
If the interaction does not appear after saving, refresh the page and check the selected filters.