Invoice Assignment Rules

Invoice Assignment Rules automatically assign incoming invoices to your team, so nobody has to hand them out and nothing sits unowned. You choose how invoices are shared across the team, which days each person works, and optionally which error codes go to which specialist.
​

Who can use it: Organisation admins. Open Invoices and click the Assignment Rules cog icon in the toolbar.
​

​

If invoices arrived before you turned the rules on (or while everyone was away), click Apply to Unassigned to distribute everything currently unassigned using your saved rules. The count in the footer shows how many are waiting. It processes up to 500 at a time; click again if more remain.

Each person on the roster has:

​

A person needs to be switched on and rostered for today to receive an invoice. If nobody qualifies, the invoice stays unassigned until someone is available or you click Apply to Unassigned.

Round Robin hands invoices out in turn, one each, around the team.

How it decides: the team is in a fixed order, a pointer remembers who received the last invoice, and the next invoice goes to the next available person after them. When it reaches the end it starts again from the top. People who are switched off or not rostered today are skipped.

Example -> three people, all rostered today

Amelia, Ben and Priya are all set to All invoices, so this is the rotation on its own, no error-code routing involved.

If Ben is off on Wednesday, Wednesday's invoices alternate Amelia → Priya → Amelia → Priya, and he rejoins the rotation on Thursday.

Good for: teams where everyone should get an equal number of invoices, and you don't need the system to account for how busy someone already is.

Note: Round Robin doesn't look at existing workload. If one person also handles specialist codes (see below), they'll receive their share of the rotation plus their specialist invoices.

Balanced gives each new invoice to whoever has received the fewest invoices today.

How it decides: Caresquare keeps a count of how many invoices each person has been auto-assigned today (Sydney time). The next invoice goes to the available person with the lowest count. When two people are tied, whoever received an invoice most recently is skipped, so it alternates fairly.

The count goes down when a person archives an invoice, so completed work frees up capacity. Counts reset at midnight.

Example -> three people; Amelia already has 4 today, Ben 2, Priya 2

Same three people, all on All invoices. Starting from zero, Balanced behaves like Round Robin, 1 → Amelia, 2 → Ben, 3 → Priya, because everyone is tied. The difference appears once counts diverge, so pick it up mid-morning:

Amelia doesn't receive anything until the others catch up to her.
​

Good for: teams where some people also handle specialist work or work part-days. Balanced self-corrects; Round Robin doesn't.

Every invoice Caresquare processes is checked for problems, a bank account that doesn't match the provider's, a participant that couldn't be found, totals that don't add up, and so on. Each problem is an error code; you'll recognise them from the Warnings column on the Invoices page.
​

You can tell Caresquare that a particular person handles certain error codes. Invoices carrying any of those codes go to them ahead of the normal rotation.
​

On a team member's card, switch Handles from All invoices to Specific error codes, then choose the codes. Two options follow:

The status line under their name tells you which you've got: Only invoices with their error codes or Their error codes first, plus a share of everything else.
​

For each new invoice:

Codes nobody handles are simply ignored for routing. An invoice with a handled code and an unhandled one is still routed to the handler.

A specialist gets every invoice with their codes. If only one person handles a code, they receive all invoices carrying it, whichever Distribution method you use, the method only decides between people when more ,than one handles the same code. Before giving a common code (such as Check dates or Missing participant) to a single person, check how many invoices a day carry it. If it's a lot, give the code to two or more people so it's shared.
​

Four people, Round Robin:

General rotation: Amelia → Ben → Priya (Daniel is specialist-only).

Daniel never appears in B, D or G because he's specialist-only. Ben appears both for his code (C, F) and for his rotation turn (D) because his share box is ticked.

Four people, Balanced:

General rotation: Amelia, Ben, Priya (Daniel is specialist-only).

End of the run: Amelia 2 · Ben 2 · Priya 1 · Daniel 3 (Round Robin gave Amelia 1 · Ben 3 · Priya 1 · Daniel 3).

The difference is invoices D and G. Under Round Robin, Ben got D because it was simply his turn; under Balanced he's skipped because his Check-dates invoice already put him ahead, so D goes to Priya and G to Amelia. That's Balanced doing what it's for: someone who also handles specialist work doesn't end up with more than their colleagues.

Daniel's total is the same in both modes, he's the only person handling Check bank account details, so every one of those invoices is his regardless of method.

If nobody who handles a code is switched on and rostered today, those invoices go to the general rotation like any other. Nothing is held back. When the specialist returns, new invoices with their codes route to them again; anything assigned in the meantime stays with whoever received it.

All the codes Caresquare detects when an invoice first arrives -> bank details, totals, item codes, missing or multiple participants/providers, GST, dates, duplicates, flagged providers and participants, first-time providers, compliance orders, overlapping lines and balance checks. A few codes that are only determined later in processing (provider limits, SIL/STA documentation, custom QA rule violations, funding period and early-childhood checks) aren't available for routing yet.

Will turning this on move invoices people already have? No. Assignment only ever happens to invoices with no assignee. Nothing is reassigned automatically, by rules or by Apply to Unassigned.
​

Two people handle the same error code, who gets it? Both are candidates, and your Distribution method decides: Round Robin alternates between them, Balanced picks whoever has fewer today. There's no priority between people; if you want one person to get a code, give it to one person.
​

Someone with "Specific error codes" is getting more than everyone else. If they also take a share of the rotation, they receive their specialist invoices plus their turn, Round Robin can't see the extra. Switch to Balanced and it will even out automatically, or untick the share box to make them specialist-only.

One person is getting almost everything. They probably handle a code that appears on most of your invoices. Routing gives every invoice with that code to its handler, so the volume follows the code, not the method. Add a second handler for that code so the two of them share it, or take the code off them so those invoices go back into the rotation.
​

Why did an invoice go to the general rotation when it had a code someone handles? That person was switched off or not rostered for the day. Check their card.

Nothing is being assigned. Check that Assignment rules is on and that at least one person is switched on and rostered today. If every team member is set to Specific error codes without the share box, invoices with no matching code have nowhere to go; the modal warns you about this.

Does Balanced count invoices I assign by hand? No, only automatic assignments count toward the daily total, and only archiving reduces it.

What time zone do "today" and "days" use? Australia/Sydney.