1
Review draft notes
Open Case Notes and filter for drafts or the participant record. Read the note and verify required billing fields before finalising.
Back to all guides
Case notes and billing
How to finalise, amend and bill case notes
Move case notes from draft to finalised, keep an audit trail and make notes available for invoicing.
Coordinators, managers and finance users
7 minutes
App area: /case-notes
Before you start
Check these items before changing participant, billing or compliance records.
- Check service date, duration, participant, support item and note content.
- Confirm whether the activity is billable under the participant plan and organisation rules.
- Do not finalise incomplete notes.
Steps
Follow this workflow.
2
Finalise only accurate notes
Finalising locks the note for billing and audit purposes. Make corrections while it is still a draft.
3
Delete an incorrect note before billing or amend it afterwards
A user with case-note deletion permission can delete a finalised note while it is still unbilled. Once an invoice has been created from the note, keep the original audit record and use an amendment or the invoice correction workflow.
4
Check unbilled status
Finance users can review unbilled finalised notes from Billing or Invoices. Make sure notes are not accidentally left out of the billing period.
5
Keep supporting context attached
If the note supports a claim, keep attachments, travel details and related communications linked to the participant record.
Expected outcome
Finalised notes are audit friendly and ready to flow into invoices or billing runs.
Related CordoCare guides
How to create case notes
Write NDIS case notes with participant context, activity type, duration, support item, attachments and billing readiness.
How to generate NDIS invoices
Create invoices from finalised case notes, review line items, send PDFs and export billing files.
How to run a billing cycle
Use billing runs, billing periods, unbilled summaries and exports to complete a repeatable finance workflow.
Related feature pages
Want another workflow?
Browse the full guide library or sign in and ask the CordoCare AI assistant for contextual help.