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iShapps · Finance and agency admins

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.

Included from the Growth plan

  • HR / admin presses a button
  • iShapps does it automatically
  1. Agency settings
    Defaults for everyone
    Overridden by
  2. Organisation
    Its invoicing rules
    Overridden by
  3. Facility
    Its contacts & PO
    Applied
  4. Invoice
    Most specific wins
Where invoices are emailed
Sending directly: the facility's accounts email, otherwise the organisation's report email (with neither, it isn't emailed). Not sending directly: your own invoice inbox.
Cut-offs use your time zone
Invoicing periods, cut-offs and invoice dates all use the time zone in your Agency settings.

How to

Your agency's details and defaults

SettingsAgency

  1. 1Invoicing settings are under Agency Billing → Billing configuration → Invoicing.
  2. 2Send invoices directly to organisations: on, each invoice is emailed to its facility's (or organisation's) accounts email. Off, every invoice comes to the internal inbox you enter, so you can check it and send it on yourself.
  3. 3Legal identity: legal and trading name, ABN, phone, email, website and address, printed on every invoice.
  4. 4Invoicing: bank name, account name, BSB and account number, and a payment reference note (`{invoice_number}` is replaced with the invoice number). Then the GST rate, payment terms, invoice prefix, currency and footer notes.
  5. 5Accounting: how often you invoice (weekly or fortnightly), the cut-off day and time, and the Accounting Start Date: shifts before it are never billed. Fortnightly cycles need an anchor date (any period end).
  6. 6Each tab has its own Save Changes.

An organisation's invoicing

Service RecipientsOrganisationsorganisationSettingsAccounts

  1. 1Invoice Mode: one invoice for all its facilities, one per facility (the default), or one per facility per profession.
  2. 2Payment terms, invoice prefix, purchase order number and footer notes for this organisation.
  3. 3Switch off GST Registered to invoice them without GST.
  4. 4Under Reports, the Accounts email(s) (set during the organisation setup) is where their invoices go when a facility has no accounts email of its own.

A facility's invoicing

Service RecipientsOrganisationsorganisationfacilityConfiguration

  1. 1Contacts → Accounts Email(s): invoices for this facility go here. Separate several with commas.
  2. 2Invoicing: its own purchase order number and footer notes. Clear a field to go back to the organisation's.

If something goes wrong

"An anchor date is required for a fortnightly cycle"

Pick any date that ends one of your fortnights; iShapps counts every fortnight from it.

A facility didn't receive its invoice

First check Agency Billing → Billing configuration → Invoicing: if Send invoices directly to organisations is off, invoices come to your own inbox instead. If it's on, check the facility's Accounts Email(s) and the organisation's accounts email (Settings → Reports); with neither, invoices are created but not emailed.

Old shifts are being invoiced

Set the Accounting Start Date on Settings → Agency → Accounting; nothing before it is billed.

Related guides

Agency billing

How approved shifts become billable items, weekly invoices and payments, and what iShapps does on its own at each cut-off.

Adding an organisation

A step-by-step setup: the organisation and its optional login, where its invoices go, how its facilities are notified, then its first facility.

Adding a facility

A step-by-step setup for a site: its address (where workers clock in), who gets booking and invoice emails, an optional portal login, and its own contacts.

Last checked against iShapps on 2026-11-09.