What is a billable hours tracker?
A billable hours tracker records the date, participant, activity, duration, support item, rate, funding route and billing status of each piece of billable support coordination work.
Billable hours
NDIS billable hours tracker for support coordination
Support coordinators need to know what work was done, when it happened, which support item applies and whether the activity is ready to bill. A spreadsheet can work early, but it breaks down as caseload and team size grow.
Practical guide
Answer the search question quickly.
Fields to track
Every billable record should have enough detail to support billing and later review.
- Participant name and NDIS number
- Service date and time worked
- Activity type and support coordination level
- Support item, rate and total amount
- Funding route: NDIA-managed, plan-managed or self-managed
- Case note or evidence link
- Draft, finalised, invoiced and paid status
Tracker example
Use status columns to stop draft notes from slipping into invoices too early.
| Column | Why it matters |
|---|---|
| Service date | Invoices and audit checks need the actual date work occurred. |
| Duration | The billable time must match the activity recorded. |
| Support item | Rates and claim routing depend on the support item. |
| Funding route | NDIA, plan manager and self-managed invoices follow different paths. |
| Billing status | Draft, finalised, invoiced and paid should be separate states. |
How CordoCare helps
CordoCare connects billable case notes to billing runs. Service dates, support items, duration and participant details flow into invoices and exports, so finance teams do not need to rebuild invoices from a spreadsheet.
FAQs
What support coordination work is billable?
Billable work depends on NDIS pricing rules, the support item, the participant plan and your service agreement. Keep notes that explain the participant-related purpose of the activity.
Should non-billable time be tracked?
Yes. Tracking non-billable time helps managers understand admin load, team capacity and whether software or workflow changes are needed.
Can billable hours be tracked from case notes?
Yes. This is usually the cleanest workflow because the evidence and billing data stay together.
Keep the source evidence in one place.
CordoCare brings participant details, case notes, plans, budgets, documents, tasks, billing and reports into one support coordination workspace.