Record the work while the detail is close
A Friday reconstruction of the week is hard to check. Record each activity as you complete it, with the participant, date, purpose and actual duration. Keep a useful case note beside the time record so another person can understand what was delivered.
Keep recorded time and billable time distinct
Time spent does not by itself establish a right to charge. Review the service agreement, funding arrangement and applicable claiming conditions. Separate direct service, travel, non-face-to-face activity and general business administration so a reviewer can assess them correctly.
A small daily review
- Check every entry belongs to the right participant and service date.
- Compare the duration with the activity described.
- Resolve overlapping or duplicate entries.
- Identify the relevant service and rate from the correct source.
- Leave uncertain items out of the invoice until they are resolved.
Keep an explanation for a correction rather than quietly changing the history. Make it clear which records have been reviewed, invoiced or left unbilled.
Test the handover to billing
In a software demonstration, ask a coordinator to record one fictional service and a finance user to prepare the invoice. Check whether they can find the original note, how they handle an error and what prevents the same work being billed twice.
Use the current official NDIS pricing arrangements for claiming conditions. See how CordoCare connects notes and billing review; the software does not make an otherwise ineligible activity claimable.