From signing up to sending your first invoice

Start your workspace

harvestflow.net.au/care-signup

Your ABN goes in first — it has to be a real one, the form checks. We look your business up on the Australian Business Register, so you pick your trading name off the result instead of typing it.

Your email becomes your sign-in username. The state you choose sets your workspace's timezone, so visits fall on the right day.

Step 01 — the ABR lookup, before you have typed a business name. The business name and ABN in this frame are substituted; see the note at the foot of the page.

If you trade under a different name, type yours over it. You'll get a note saying the name differs from the registered one — that's expected for sole traders, and it only means your application gets a closer look.

Tick the Terms and Privacy consent, then Create my workspace.

Wait for the go-ahead

Application received

Every new business is verified before its workspace opens. If the automatic checks clear, your activation link is already on its way; otherwise a person takes a quick look first, usually within one business day.

The Resend activation email button only works once you have been approved — pressing it while you are still in the queue will not produce an email. Check spam before you assume something has gone wrong.

Step 02 — Application received

Open the activation email

"Activate your workspace — {your business name}"

It comes from no-reply@harvestflow.net.au, names your workspace, and tells you the date your free period runs to — 2 months, everything included, on your real data.

The link is good for seven days. If it lapses, go back to the screen from step 02 and resend.

Step 03 — Activation email

Set your password

Activate Your Account

Choose a password of at least eight characters and confirm it. Setting it signs you straight in — there is no second sign-in step.

The screen names the workspace you are activating, so you can tell at a glance that you are setting a password for the right business.

Step 04 — Activate your account

Your business details

Set up your workspace · 1 of 3

Business name, ABN, whether you are registered for GST, and your state. These appear on the invoices and emails you send, so get them right now.

Underneath, the starter rates are already ticked for you — one tick per price list, so you take the scheme you actually work under. The NDIS list arrives priced at the current national price limits; the Support at Home list carries indicative starter rates you set yourself.

Take both if you work across both. Untick a list you will never invoice against and it stays out of your service picker for good — a Support at Home provider does not want seventeen NDIS item numbers in the way, and an NDIS provider does not want nine rows they cannot claim. You can edit or delete any of them later, and you can come back for the other list from the Get started card.

Step 05 — both lists ticked, 17 services and 9. ABN substituted.

Skip this step leaves the rates ticked too. The tick is a decision you made on the screen, not something the Save button carries — so skipping the form is not a way to decline the rates. Untick a list if you do not want it.

Add your first client

Set up your workspace · 2 of 3

Add a real client — name and phone is enough to start — or load sample data and look around first.

Samples are clearly labelled, and a bar above your client list clears them all in one click. Anything real you build on top of them survives the clean-up.

Step 06 — Wizard 2 of 3

Meet the three screens you'll live in

Set up your workspace · 3 of 3

Three places do most of the work. My Tasks is today's visits, in order — start here each morning. Appointments is where you book a visit and check in and out on the day, and it is what your invoices are built from. Clients is the people you support, their details, your notes and their documents in one place.

Clients live under People in the navigation — it opens filtered to your clients, and also holds support personnel and other contacts.

Step 07 — Wizard 3 of 3

Where the checklist lives

Wizard screen 1 points you at "the Get started card". It is on the People tab — five steps, with add a service agreement — visits need one sitting third. It is not on the screen you land on, which is why it is worth naming here.

Check your services and rates

Workspace settings › Services & Rates

Your services live here, each with its item code, unit and rate. A price list sets rates for a date range; where no price list covers the day a visit was delivered, the service's default rate applies.

This is what the starter rates give you: the NDIS support items under their real item numbers, the Support at Home services under theirs, and the price lists that carry them — NDIS PAPL 2026-27, marked default and running to 30 June 2027, and Support at Home & private starter rates.

Step 08 — your services, as they arrive

Step 08 — the Support at Home half, and the two price lists

Every rate here is yours to change. The NDIS figures are the national price limits — maximums, not mandatory prices — and the Support at Home rates are indicative starters that every practice should set for itself.

Add whoever actually pays you

Accounts › Add account

Most of the work a sole trader does is paid for by somebody other than the person receiving it — a plan manager, or a funding body. Add them once and every client you attach to them bills correctly from then on.

Give the account a name and a Type — Plan manager is its own type — then open it and set the Funding org role, a phone number and the email their invoices should go to.

Worth knowing about: Consolidated billing — "always combine all clients on a single claim invoice and funder bill for this payer." If you send one plan manager several participants' work each month, turn it on and they get one invoice instead of five.

Step 09 — the payer, with the Funding org role set

Skip this and the agreement in step 11 will offer you only "The contact" as a bill-to, and your invoices will be addressed to the participant.

Add the client properly

People › Add New Person

Link them to the account from step 09 at the top of the form, then fill in the care details underneath: funding stream, NDIS number and plan end date, or My Aged Care ID and Support at Home classification.

Invoices Go To is the field that matters more than it looks — client, plan manager, or family and representative. It decides who your invoice is addressed to. Set it now and you never think about it again.

Step 10 — the care fields, including who the invoice is addressed to

Create the service agreement

Agreements › New

This is the step people skip, and then wonder why they cannot book. An agreement is what authorises and prices the work: no agreement, no visit. Pick the client, name the plan, set the period, then add a funded item for each service with the hours you have been allocated.

Set Bill to account to the payer from step 09, and the status to Active. Your client can sign from an emailed link without creating an account, or you can record a paper signature.

Step 11 — the agreement, billed to the plan manager

Check the copay column before you save

Each funded item carries a client contribution. Where a service sits in a Support at Home funding bucket, that bucket's default percentage pre-fills the line — Independence, for instance, arrives at 30%. NDIS-coded services carry no bucket and come through at zero. Whatever is on the line when you save is the figure that stands for the life of the agreement, so correct it now rather than on an invoice later.

Step 11 — the agreement, active and ready to book against

Book the visit

Appointments › New Appointment

Choose the type — home visit, personal care, transport, respite or telehealth — then the client, who is doing it, and the service. The service list only offers what the agreement covers, which is the agreement earning its keep.

Step 12 — the booked visit on the diary

You can book on the agreement's own first day — dating an agreement today and booking today's visit against it works.

Do the visit

Appointments › the visit card

At the door, Check In. The time defaults to now and stays editable, so you can record a visit that has already happened. If location capture is on, where you were is recorded with it.

Step 13 — check in

When you leave, Check Out, then Complete. Write what you did, add any travel or out-of-pocket items, and attach evidence if you have it.

Evidence files are typed, so they are findable later: service record, signed timesheet, receipt, photo evidence, travel or mileage log, missed visit note.

Step 13 — completing the visit

Last, hand the device to your client. They see what was done, how long it took and your note, and sign for it.

Step 13 — the client confirms and signs

If your client cannot sign, say so rather than signing for them — the visit completes as Unsigned and keeps a Capture signature button for later.

Step 13 — completed, two delivered hours on the board

Find the visits waiting to be billed

Invoices › Bill visits

Pick the client and the date range, then Find visits. Completed visits that have not been billed appear with their item code, date and the arithmetic, so you can check the figures before you commit.

The window opens on the last week, ending today, so work you finished this morning is already in range.

Step 14 — two hours at $73.58, $147.16

Create the invoice

Invoices

One line per visit, priced off the agreement, numbered from your own series starting at INV-0001, with fourteen-day terms.

It is addressed to whoever pays. The plan manager sits on the top line and your participant is named underneath — which is what a funder needs to match the claim to the person, and what a participant would want if they ever saw it.

The invoice appears as Sent. That is its position in your books, not a message to your client — nothing has left the building. Emailing it is a separate, deliberate action, so the figures are yours to check first. The review already happened on the previous screen: what you ticked is what gets written.

A billed visit is stamped and cannot be billed twice. Voiding an invoice releases its visits back to the billable list.

Step 15 — INV-0001, addressed to the plan manager

Two things worth doing next

Workspace settings

Give the person doing your visits their own worker sign-in, so they capture their own check-ins, notes and client signatures at the door instead of you re-typing them. And check the plan card for how long is left on your free period.

A new Free workspace shows Sign-ins 1 of 1 · Worker sign-ins 0 of 1 · Worker records 1 of 2, with the free period end date beside it.

Step 16 — the plan card, and when the free period ends