Service management

Set up and manage services that control charge rates, pay rates, and accounting integrations

Services are a fundamental part of VCore. They link to rostering, set parameters for charging clients and paying workers, and connect to your accounting software for invoicing and payroll.

To access your services list, navigate to Maintenance → Services.

The page displays the full list of services at the bottom, with data fields for the selected service at the top. After making changes, click Save.

You can add, edit, or delete services from this page.

Services need to be marked Active to appear in the drop-down when rostering.

Adding a new service

To add a new service:

1. Click Add Service
2. Enter the Service Code
3. Enter the Service Description
4. Input Charge Rate
5. Input Pay Rates
6. The Accounting Code links the service to accounting software for invoicing the client
7. The Payroll Codes link the service to accounting software for worker payroll

Service Accounting Codes and Payroll Codes need to match in VCore and your accounting software to ensure successful exporting.

Up to 48 Payroll Codes can be selected for a particular service. The labels for these different pay levels can be updated in Settings → Finance → Pay Level.

Shift type

Shift types can be assigned to each service to flag in the roster if the line item doesn’t match your time settings.

Select the service line item in the services list and choose the corresponding Shift Type from the drop-down. The shift flags in a different colour on the roster if the incorrect service is scheduled.

Rate link

Rate links automatically change a service to one with a higher rate of pay if the incorrect service is rostered. This prevents workers being underpaid and ensures clients are charged at the correct rate.

For example, if a weekday daytime service is rostered on a Saturday, the system automatically corrects it to the Saturday service selected in the rate links.

This is also dependent on your time settings in Settings → Rostering.

All services view

The All Services page shows a table view of every service that has been set up, with easy viewing of payroll codes, service categories, and more in one table.

Data in this page can be edited, saved, and exported to Excel.

NDIS services

If a service has NDIS selected as the Service Type, several additional features are available:

Feature	Description
NDIS KM	Links provider travel (799) codes for non-labour costs. Add these codes from the NDIS Support Catalogue and link them via the NDIS KM drop-down
Centre Capital Costs	Links centre capital cost codes. Add from the NDIS Support Catalogue and select in the Centre Capital Costs drop-down. The Service Type needs to be set to NDIS for this field to appear
Is sleepover / Fixed Fee	When ticked, exports one unit for any service rostered to that line item rather than the number of hours. Tick this for services charged at a flat rate but paid hourly. Sleepover export type also needs to be set to PER SHIFT in Settings → Data Export
Service Categories	Set up from Maintenance → Categories → Service Categories and assign to service line items for streamlined reporting
Payers	Link services to payers so they cannot be added to agreements with the incorrect payer attached
Skills	Link services to skills to help match workers to rostered services. This reflects in the skills count column in the roster select window

Adding NDIS services

NDIS services can be added and charge rates updated directly from the NDIS Support Catalogue.

1. Open the NDIS Support Catalogue

   Click NDIS Support Catalogue and ensure the current catalogue is selected in the date drop-down.

2. Select services to add

   Select the Add Services tab. Tick the services you want to add.

3. Confirm

   Click Add (number of) Services.

   

Updating NDIS pricing

When a new support catalogue is released, update charge rates using these steps:

1. Open the support catalogue

   Go to Maintenance → Services and click NDIS Support Catalogue. Ensure the current catalogue is selected in the date drop-down.

2. Select services to update

   Under the Update Pricing tab, tick the services to update (or select all). Click Update Rates.

   
3. Apply the updated charge rates

   Navigate back to Maintenance → Services and select Update Charge Rates. Select the date for the new rates to take effect (this cannot be a future date) and click Update.

   

If All services is selected in the Update Charge Rates window, this updates every service in the list, including non-NDIS services. Use this with caution.

Finding agreements with special rates

To find which agreements have “special rates” ticked, navigate to Clients → Agreements, click Show all items, and drag the Override Charge Rates column into the table. Filter it to YES to display the agreements that have special rates enabled.

Bulk updating services

You can update multiple services at once - including charge and pay rates - by exporting the services list to CSV, editing the data, and reimporting.

1. Export the services list

   Navigate to Maintenance → Services → All Services and click Export all data. This downloads a CSV of your full services list.

2. Edit the CSV

   Open the file in a spreadsheet application and make your changes. Do not modify the Service Id column - these values identify existing records and must remain unchanged.

   If you modify the Service Id column, the import will not match records correctly and changes won’t apply as expected.
3. Save as CSV

   Save the file as a CSV (Comma delimited) format before reimporting.

4. Import the updated CSV

   Navigate to Operations → Import CSV → Select File, choose your saved CSV, then click Upload.

5. Apply rate updates

   After the import completes, return to Maintenance → Services. To apply updated rates:

   • Click Update Pay Rates or Update Charge Rates
   • Select the From Date for the new rates to take effect
   • Choose Current Service Selected to update only the selected service, or All Services to update all
   • Optionally include Roster Templates and Agreements in the update
   • Click Update

Fixed fee (sleepover) setting

The fixed fee setting on a service code controls whether shifts using that service export as a fixed fee (for example, for sleepover shifts) rather than by hours.

Once the sleepover checkbox is ticked on a service, all new shifts and any shifts modified from that point onward using that service have the fixed fee applied automatically.

The fixed fee setting only applies going forward. Existing timesheet entries created before the setting was enabled need to be edited manually. Running Update Charge/Pay Rates does not retroactively apply the fixed fee to existing timesheets, nor does re-rostering.

Running into issues?

See General troubleshooting for common errors and fixes.

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