Before you start
- 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.
Step 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.
Step 2
Finalise only accurate notes
Finalising locks the note for billing and audit purposes. Make corrections while it is still a draft.
Step 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.
Step 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.
Step 5
Keep supporting context attached
If the note supports a claim, keep attachments, travel details and related communications linked to the participant record.
What you should have now
Finalised notes are audit friendly and ready to flow into invoices or billing runs.