SAH bulk import AT-HM expenses

Upload Assistive Technology and Home Modifications expenses in bulk using a CSV template

The AT-HM Bulk Upload feature lets you import multiple Assistive Technology and Home Modifications expense items into Visualcare at once using a CSV file. This is useful when you’re exporting invoice data from an accounting system or converting scanned invoices rather than entering items one by one.

When imported, items appear on the client’s Expenses tab and in the Ready to Claim section of the SAH claiming screen. If any fields contain missing or incorrect data, Visualcare flags them during claim review but doesn’t block the upload.

What you’ll need

• AT-HM agreements set up for the client (see SAH assistive technology and home modifications)
• AT-HM services in your database (SERV-0061 to SERV-0068)
• Expense categories configured in your database (see SAH assistive technology and home modifications)

Uploading AT-HM expenses

1. Open the import screen

   Go to Operations → Import CSV.

2. Select the record type

   Choose Expenses from the import type drop-down.

3. Download the CSV template

   Click Download Example CSV with ATHM to download the AT-HM template file. This gives you the correct column structure including the AT-HM-specific fields.

4. Fill in the CSV

   Open the file and enter your expense data. See CSV field reference below for a description of each field.

   Save the file as CSV (Comma delimited) format when you’re done. Other CSV formats cause import errors.
5. Upload the file

   Back in Visualcare, click Select file, choose your saved CSV, then click Upload.

6. Review the field mapping

   On the mapping screen, check that the Columns in Database match the corresponding columns from your file. If you used the Visualcare template without renaming columns, the mapping fills in automatically.

7. Preview the import

   Scroll down and click Preview Import to see a sample of the records about to be created.

8. Process the import

   Review the preview data, then click Process Import to create the expense records.

9. Review results and finish

   The success summary shows how many records were processed. Click Back to Import when you’re done.

CSV field reference

Complete CSV field reference

Field	Description	Entry
AT-HM Parent Expense ID	For wraparound services linked to an AT-HM item already in Visualcare. Use the expense ID shown in Visualcare. Leave blank for new standalone items.	Expense ID
AT-HM Parent Item Id	For wraparound services uploaded in the same CSV as their parent item. Assign a unique ID in your spreadsheet and use the same ID in the parent item’s row.	User-defined ID
AT-HM Item/Wraparound	Whether this row is an AT-HM item or a wraparound service	”Item” or “Wraparound” (case-sensitive)
Category	Expense category from your Visualcare database	For example, “Equipment”
Date	Date of service or delivery	DD/MM/YYYY
InvoiceNumber	Supplier invoice number	Text
Supplier	Supplier name	Text
Description	Item description	Text
Units	Quantity of items	Number
Amount	Total cost of the item	Number
Note	Internal note attached to the expense record. Not included in the claim.	Text
IsCharge	Whether to charge this expense against client funding	TRUE or FALSE
ClientCode	Visualcare client code	Client ID
Agreement	Visualcare agreement code	Agreement code
ServiceCode	Visualcare service code linked to the SAH AT-HM service	Service code
AT-HM Item Code	Item code from the relevant government schedule. Items use Table D codes. Wraparound services use Table F codes.	Item code
AT-HM Is Prescribed	Whether a health professional prescribed the item	TRUE or FALSE
AT-HM Prescribed By	Health professional type code from Table E	Code
AT-HM Prescribed By Other	Prescribing professional description if the professional type is not in the standard Table E list	Text
AT-HM Is First Payment	Whether this is the first payment for this item	TRUE or FALSE
AT-HM Is Loaned	Whether the item is loaned to the participant rather than purchased	TRUE or FALSE
Home Support Item Code	For SAH service codes that need additional classification information	Code
IsReimburse	For worker reimbursement using the existing expense process	TRUE or FALSE
CarerCode	Worker code. For reimbursements only.	Worker code
PayCode	Pay code. For reimbursements only.	Pay code

The following fields are not applicable for AT-HM uploads. Leave them blank: Cost, MarkupUse, MarkupBy, MarkupDesc, MarkupChargeCode, ChargeCode.

Tips for filling in the template

Items vs wraparounds Use “Item” for AT-HM purchases and “Wraparound” for associated services such as delivery or installation. The value is case-sensitive.

Linking wraparounds to parent items If the parent AT-HM item is already in Visualcare, enter its expense ID in the AT-HM Parent Expense ID column. If you’re uploading the parent item in the same CSV, leave AT-HM Parent Expense ID blank and use AT-HM Parent Item Id instead - assign any unique identifier in your spreadsheet and use the same value in both the parent item row and the wraparound row.

Mark-up fields Leave all mark-up fields blank. Under Support at Home, administration costs are claimed as wraparound services rather than mark-ups.

Save format Always save as CSV (Comma delimited). Other variants such as CSV UTF-8 or CSV (Macintosh) can cause column mapping or import errors.

Running into issues?

See SAH claiming troubleshooting for common errors and fixes.

Related articles

SAH assistive technology and home modifications

Set up AT-HM agreements, categories, and services before bulk importing

SAH agreements

Configure Support at Home agreements for your clients

Client expenses

Add and manage expense records on a client profile

Billing to SAH

Submit AT-HM and service claims through the SAH claiming screen