Sending and managing invoices in splose is quick, flexible and built to scale with your practice. This guide covers everything from creating single and batch invoices to editing, finalising, sending and tracking them- plus how to automate reminders and apply payments.
You’ll learn how to:
Create single invoices or use batch invoicing to handle multiple clients at once
Add item lines, apply discounts, and include client-specific details
Edit invoice fields like due dates, notes, and billing contacts before finalising
Finalise and send invoices via email, including how to send to plan managers or multiple contacts
Track invoice delivery and view what's been sent or still needs invoicing
Apply payments manually, through Stripe or Tyro, or sync them via Xero
Issue credit notes when changes are needed after finalisation
Set up automatic reminders to follow up on outstanding payments
Troubleshoot common issues with invoicing permissions, calendar visibility, or invoice setup
It’s important to set up your invoice preferences and templates before creating your first invoice. This helps avoid going back and forth between draft invoices and template settings- saving you time from the start.
Create an invoice
To get started, head to the Invoices page or open a client’s profile and go to the Invoices tab. You can also invoice straight from the calendar appointment.
Lots of options here, but all three options lead you to the same invoice creation page.
Click + New invoice.
Add item lines for services, support activities, products or travel. Discounts can be applied per line.
Review the due date and tax settings.
Add any additional information you need to be reflected on the invoice (if you need this to be reflected in all invoices, consider updating your Invoice template first before creating the invoice)
Handy tip
Only one practitioner can be listed per invoice. If a client saw multiple practitioners, create a separate invoice for each one.
Need specific details to show on invoices for individual clients? Add them to the client’s Extra invoice details field by heading to their profile → Edit → scroll down to Extra client invoice details.
Edit invoice details
Before finalising an invoice, you can make changes to the following:
Invoice number – If manual numbering is enabled, you can enter a custom number. Otherwise, leave it blank to use splose's automatic numbering.
Issue and due dates – These default to the payment terms in your invoice template, but you can adjust them manually.
Add any extra line items like products, services etc.
If you're manually adding a service-type item line (a service that's not booked into the calendar), it will not show any time or date information in the invoice as it's not linked to a calendar service. If you need this information in your invoice, we recommend booking it into the calendar/client's file first before adding to an invoice.
Tax and units – Tax is based on your service settings. Units (like duration) are pulled from the calendar. If you're editing the duration manually, make sure the service line won’t be used in an NDIS Bulk Upload, which pulls duration from the calendar.
Discounts- You can apply a dollar amount or percentage discount to an invoice by editing the Discount column for any item line.
Can’t see the discount column? Click Show/hide fields in the top right to make sure it’s visible.
Additional invoice information – You can add or edit extra invoice details and additional information (bottom left of the invoice screen). These changes only apply to that invoice- they won’t update the client’s profile or your invoice template. If your invoice template has existing additional information, that pre-populates the Additional information field, but you can adjust this manually per invoice.
Billing contact – This pulls from the client’s 'Send invoices to' contact. You can change this while the invoice is in draft mode. It’s ideal for one-off changes, as it won’t affect the client’s saved contact info.
💡 If your invoiced items are linked to a case with invoice override enabled, the contact assigned to that case will automatically be used- even if they aren’t listed on the client’s profile.
Invoicing for multiple practitioners
Invoices in splose can only include one practitioner. This is a deliberate design choice to support accurate reporting, simplify reconciliation, and meet funding body and insurance requirements where a clear link between practitioner and service is essential.
If you need to invoice for multiple practitioners or support staff, create a separate invoice for each. Use batch invoicing to speed things up.
Once you're happy with your invoice, click Create.
Create invoices in bulk (batch invoicing)
With splose, you can save time by generating multiple invoices at once.
Here's a quick rundown:
Go to the Invoices page and click Batch invoice.
Set your date range and filters. You can save filters for later use 🎉
Select the item lines to include, or choose all.
Click Continue to review and edit.
Click Create batch to generate your invoices. Item lines with matching client, practitioner, location and billing contact will be grouped together.
Send the invoices via email or mark them as sent.
You've successfully invoiced for multiple clients at once! If you want to learn more, here's our full guide on Batch invoicing →
Send invoice to the client or mark it as sent
After creating an invoice, you can either:
Click Mark as sent (Actions → Mark as sent) to manually update the status
Or click Email to send it, which will also mark it as sent and automatically update the status.
You’ll be prompted to:
Choose or write an email template
Confirm recipient email(s)
Attach the invoice PDF
If the client has a third-party contact linked as the 'Send invoices to' contact, their email will show as the only option.
If the client has a third-party contact linked as an associated contact with invoices ticked, the contact's email will show as another email recipient.
Once you've done any of these actions, the invoice status will change from Draft to Awaiting payment.
The invoice status reflects what’s happened to the invoice so far:
Draft - The invoice hasn’t been sent yet and can still be edited.
Awaiting payment -The invoice has been sent and is waiting for payment.
Paid - A full payment has been applied to the invoice.
Overdue - The invoice is past its due date and still unpaid.
Need to make changes after you've sent it? Revert it to draft by clicking Actions → Edit, then re-finalise and resend.
Send to a contact
To send to a plan manager or other contact:
Go to the client’s profile.
Under Send invoices to, select the contact.
This replaces the client’s email for all future invoices. The contact’s name will appear under Invoice to.
Existing invoices won’t update automatically with the invoice to contact details. Revert to draft and resend if needed.
Want to send it to both? Add the contact as an associated contact and tick Invoices.
💡 If your client's appointment is linked to a Case with invoice override toggled on, it will add that contact as the invoice recipient.
Track invoice delivery and status
After sending an invoice, splose automatically updates the sent status based on what’s happened with the email:
Sent - The invoice has been sent from splose
Delivered - The invoice email was successfully delivered to the recipient’s inbox
Viewed - The recipient has opened and viewed the invoice
Failed - The invoice email could not be delivered (e.g. due to an incorrect or blocked email address)
You can track invoices several ways:
In the change log on the invoice (Click View change log on the bottom right while in the invoice screen)
In the client’s Communications tab
In the Invoices tab, where you can filter Invoices by Payment status and Sent status.
Other ways to manage billing on splose:
Go to the client's profile and click the Statements tab on the left menu. From here, you can run a report of the client's financial activity or any outstanding balances. You can also email the statement to the client or contact or download the statement PDF from this page.
Use the Billed Items report to see what’s been invoiced. You can also filter this report by contact.
Use the Uninvoiced Items report to find what still needs invoicing over a selected time period, then run a batch to invoice for any outstanding items.
Export invoices in bulk via Settings → Export for record keeping or custom reports.
Add payments or credit notes
There are several ways to record payment to your splose invoice:
Need to adjust a finalised invoice? You can add a credit note.
⚠️ Once a credit note is added to an invoice- even if it’s voided- the invoice can’t be edited. You’ll need to void and recreate it if changes are required.
Automate invoice reminders
Cut down on follow-up admin by setting up automatic reminders before and after due dates.
FAQ
Here are some common questions and quick answers to help you troubleshoot and get the most out of invoicing in splose.
How do I create a quote instead of an invoice?
How do I create a quote instead of an invoice?
splose doesn’t offer quoting yet. Use Progress notes to draft a quote. When the client confirms, update the calendar service and raise an invoice.
Why is the provider travel calculator not showing the correct amount on the invoice and how can I fix it?
Why is the provider travel calculator not showing the correct amount on the invoice and how can I fix it?
splose calculates invoice items and totals using two decimal places to stay compatible with accounting systems like Xero. This may result in slight differences compared to other platforms that use more decimal points. If needed, you can manually adjust the total by editing an item line or adding a custom line item to reflect your preferred rounding.
Can I display date and time on each invoice line?
Can I display date and time on each invoice line?
Yes. To show appointment details on invoices:
Go to Settings → Invoices.
Edit your template and enable Show appointment date and Show appointment time.
Is the duration in the NDIS bulk upload based on the calendar or invoice?
Is the duration in the NDIS bulk upload based on the calendar or invoice?
NDIS bulk uploads pull the duration from the calendar, not the invoice. To change the upload data, update the appointment in the calendar.
Can I edit an invoice after a payment has been added?
Can I edit an invoice after a payment has been added?
Invoices are considered final once a payment is attached. To make changes, you’ll need to remove the payment from the invoice first.
Can I raise another invoice for the same item line?
Can I raise another invoice for the same item line?
No, splose only allows one invoice to be linked to a single service item line. To invoice again, you’ll need to create a separate item.
I can't see an appointment when I select the item line type as appointment- what should I do?
I can't see an appointment when I select the item line type as appointment- what should I do?
If you don’t see any appointments listed, it’s usually for one of these reasons:
The appointment hasn’t been added to the calendar yet. Add it to the calendar first, then return to invoicing.
The appointment is already invoiced. An item line can only be invoiced once. Check if the appointment has already been included in an invoice by reviewing the client's appointments, running a Billed Items report, or viewing an Appointments report for that client.
Why can't I access invoices or add an invoice to an appointment from the calendar?
Why can't I access invoices or add an invoice to an appointment from the calendar?
This usually means one of the following:
You don’t have invoicing permissions.
You’re assigned a practitioner-type role and the calendar lock is turned on.
When the calendar lock is enabled, practitioner roles can be restricted from making changes to appointments or busy times on or before a certain date- including raising invoices.
Only a user with access to the Business details page can disable the calendar lock. Only the account owner can change your user role.