Where configured, eligible plan-managed claims can also be created as draft invoices in Xero.
The Weekly Billing workflow has three steps:
Period
Clients
Review
1. Open Weekly Billing
Open Invoicing > Billing.
From Quick actions, select Weekly billing preview.
The Weekly Billing workflow opens at Step 1 of 3 – Period.
The workflow guides you through selecting a billing period, choosing eligible clients, and reviewing the batch before claims are created.
2. Select the Billing Period
In Step 1 of 3 – Period, choose the period and filters used to find billable interactions.
Enter the From date.
Enter the To date.
Select Funding, where required.
Select Status, where required.
Review the number of clients found.
Review how many clients are Ready or Blocked.
Review the Estimated total.
Select Next: Choose clients.
Available Funding filters may include:
All
Plan managed
NDIA managed
The page displays the number of eligible clients and the estimated value of the interactions found.
If no eligible interactions are found, adjust the billing period or filters.
3. Choose Clients for Weekly Billing
In Step 2 of 3 – Clients, select the clients to include in the batch.
Review the Select clients to bill list.
Select the checkbox beside each client you want to include.
Use Select all ready to select all eligible ready clients, where required.
Select the row chevron to review the client's interactions before continuing.
Review the interaction details and claim amount.
Select Next: Review.
The expanded client row may show:
Interaction type
Service date and time
Activity description
Service item
Units
Rate
Interaction total
4. Review Blocked Clients
A client may appear as Blocked when one or more required billing conditions have not been met.
Blocking reasons may include:
Missing service items
Zero total
Missing consent
Missing plan or funding information
Expand the client row to see which interactions require attention.
Where appropriate, correct the affected interactions before continuing.
Include a blocked client
If a blocked client must still be included:
Turn on Allow selecting blocked clients.
Select the required client.
Review the warning explaining that the client will be claimed despite the listed blocking reasons.
Select Next: Review.
Important: Review the blocking reason before overriding it. Including a blocked client does not correct missing service items, consent, plan information or other underlying billing issues.
5. Review the Weekly Claim Batch
In Step 3 of 3 – Review, confirm the batch before creating claims.
Review:
Clients
Interactions
Total
Clients included In this batch
Any blocked-client warnings
Xero draft invoice settings, where available
Confirm that the number of clients, interactions and estimated claim amount are correct.
You can select Back if you need to change the client selection.
6. Create Draft Invoices in Xero
Where your organisation is connected to Xero, the option Also create draft invoices in Xero may appear during the Review step.
When this option is switched on, eligible claims are created in Diversity Sync'd and eligible plan-managed invoices are also mirrored to Xero as drafts.
NDIA-managed claims remain in Diversity Sync'd.
This example shows an incomplete Xero setup. Claims cannot be created with Xero draft invoice creation enabled until the required account and customer configuration is complete. You can switch off Also create draft invoices in Xero to create the claims in Diversity Sync'd only.
The Xero setup may include:
Account
Review:
Xero Organisation
Chart Of Accounts
The required Xero account must be configured before draft invoices can be created.
Customers
Each eligible plan-managed client must be matched to a Xero customer.
Review the customer matching status and select the correct Xero customer where required.
Item aliases
Xero item names have a 50-character limit.
Where a service item name is too long, review or enter the shorter alias shown under Item aliases. The alias can then be reused for future claims.
7. Review Xero Setup Messages
Weekly Billing may display a setup message when Xero is connected but required information is missing.
Examples include:
No Chart Of Accounts configured
No matching Xero customer found
Required customer mapping incomplete
A message such as Can't create the claims yet may appear until the required Xero configuration is complete.
If you do not want to create draft invoices in Xero for the current batch, switch off Also create draft invoices in Xero.
The claims can then be created in Diversity Sync'd only.
8. Create the Batch
When the batch is ready:
Review the selected clients.
Confirm the number of interactions.
Confirm the total claim amount.
Confirm whether Also create draft invoices in Xero should be on or off.
Select Create 1 claim, or the equivalent button for the number of selected clients.
Wait for the batch to finish processing.
Do not repeatedly select Create while the batch is processing.
9. Review the Completed Batch
When processing finishes, the page changes to Batch complete.
The result may show:
Number of claims created
Claim reference
Number of interactions
Claim total
Start a new batch
Select the created claim to review its details.
Select Start a new batch when you are ready to process another billing period.
Important Notes
Review the billing period before selecting clients.
Only eligible billable interactions are included in the Weekly Billing pool.
Expand a client before proceeding if you need to review individual interactions.
Resolve blocked-client issues where possible before creating the batch.
Allow selecting blocked clients should only be used when you understand and accept the listed blocking reasons.
Confirm the claim amount before creating the batch.
Plan-managed claims can be mirrored to Xero as draft invoices where Xero is configured.
NDIA-managed claims remain in Diversity Sync'd.
Creating a draft invoice in Xero does not approve or pay the invoice.
Xero account and customer configuration must be complete before Xero draft invoices can be created.
Troubleshooting
No clients are shown
Review the From and To dates.
Set Funding to All to broaden the results.
Set Status to All.
Confirm that eligible interactions exist within the selected period.
Confirm that the interactions have not already been claimed.
A client is blocked
Expand the client to review the reason.
Possible reasons include:
Missing service items
Zero total
Missing consent
Missing plan or funding information
Correct the interaction where possible, then return to Weekly Billing.
The claim amount is $0
Confirm that a service item is assigned.
Confirm that the billable has a valid unit price.
Confirm that the units are greater than zero.
Review the pricing configuration.
Confirm that the interaction has been saved successfully.
I cannot continue to Review
Confirm that at least one eligible client is selected.
If the only client is blocked, either correct the blocking issues or turn on Allow selecting blocked clients where appropriate.
Xero draft invoices cannot be created
Confirm that the correct Xero organisation is connected.
Confirm that a Chart Of Accounts account is configured.
Confirm that the client is matched to a Xero customer.
Review any required Item aliases.
If you only need to create the claims in Diversity Sync'd, switch off Also create draft invoices in Xero.
The batch cannot be created
Review all warning messages in Step 3 – Review.
Confirm that at least one valid interaction is selected.
Confirm that the batch total is greater than zero.
If Xero draft invoices are enabled, complete the required Xero setup or switch the option off.