iShapps · Finance
Agency billing
How approved shifts become billable items, weekly invoices and payments, and what iShapps does on its own at each cut-off.
Included from the Growth plan
- HR / admin presses a button
- iShapps does it automatically
Step 1 · Rostering
Step 2 · Pending
Step 3 · At the cut-off
Step 4 · You check it
Step 5 · Emailed with PDF
Step 6 · Settled
Items back to pending
- Shift approved
Step 1 · RosteringCreated - Billable item
Step 2 · PendingCut-offor Generate - Draft invoice
Step 3 · At the cut-off↓ VoidVoid
Items back to pendingConfirm↑ Unconfirm - Confirmed
Step 4 · You check itNightlyor Send Now - Sent
Step 5 · Emailed with PDFMark Paid - Paid
Step 6 · Settled
Each run picks up every approved, uninvoiced item up to the period end, including older ones. Running it again adds nothing twice.
Confirmed invoices are emailed shortly after midnight (your time zone). Confirm & Send sends one straight away.
Billable items
Agency Billing · Billable Items
- One per approved shift, created at approval. A shift saved for facility review isn't billed yet.
- Statuses: Pending → Invoiced → Paid (or Void).
Invoices
Agency Billing · Invoices
- Created automatically after each invoicing cut-off, grouped by each organisation's invoice mode.
- Export Excel on any invoice for your accounting system.
Approves shifts · confirms invoices · sends now if needed · marks paid · voids
Creates billable items at approval · generates drafts after each cut-off · emails confirmed invoices overnight
Receives the invoice and PDF · sees invoices in the facility portal
How to
Set how your charge rate is built
Agency BillingBilling configurationCharges
- 1Super: a percentage of the pay rate. The pay rate plus super is the base rate.
- 2Add-ons: anything you add to your charge: a % of the base (e.g. workers comp, payroll tax), $ per hour (e.g. an admin fee) or $ per shift (a flat fee). Add-ons can apply in one state or all.
- 3Markup is set per profession and level, with its pay rate.
- 4The charge rate (base + add-ons + markup) gets the shift's loading (e.g. Saturday 40%), then × hours. Flat fees are added once per shift, on their own invoice line, and aren't loaded.
- 5Use Try it to see a profession's charge built up step by step before you save. A change applies from the date you choose; shifts already priced keep their rates.
Review and send invoices
Agency BillingInvoicesDraft
- 1Open a draft and press Preview PDF to check it.
- 2Press Confirm Invoice: choose Confirm to send it overnight, or Confirm & Send to email it now.
- 3Changed your mind before it went? Unconfirm returns it to draft.
Generate invoices yourself
Agency BillingInvoicesGenerate Invoices
- 1Optionally pick a facility, then the Period Start and Period End.
- 2Press Generate Invoices. Drafts are created from every pending billable item up to the period end.
Record a payment
Agency BillingInvoicesinvoiceMark Paid
- 1Enter the Payment Date and confirm. The invoice and all its items become Paid.
Void an invoice
Agency BillingInvoicesinvoiceVoid
- 1Draft and confirmed invoices can be voided. Their items go back to pending and appear on the next invoice.
If something goes wrong
A shift isn't on any invoice
Only approved shifts are billed, and never before your Accounting Start Date. Check the shift is approved and look for its item under Billing → Billable Items.
"No pending billing lines found for this period"
Everything up to that date is already invoiced, or nothing was approved in the period.
"Only draft or confirmed invoices can be voided"
A sent invoice can't be voided. Issue a credit outside iShapps, or contact support.
Related guides
Configuring invoices
Set what your invoices say, how often they're made and where they go: your agency's defaults, each organisation's invoicing, and each facility's contacts.
Creating a shift
Book a shift, choose who hears about it, and follow it from accepted to approved, including what iShapps does on its own along the way.
Last checked against iShapps on 2026-11-09.