Overview
Although both options prevent an invoice from continuing through the active workflow, they serve different purposes. Understanding the difference will help you choose the appropriate action based on whether the invoice may need to be uploaded again in the future.
Archiving an Invoice
Archive removes an invoice from the active workflow while retaining its history in Caresquare.
Use this option when an invoice should no longer be processed in its current state but may need to be replaced or amended later.
What happens when you archive an invoice?
The invoice is removed from the active workflow.
The invoice remains accessible in Claims History > Archive.
The archived invoice displays an archive reason.
You can unarchive the invoice if you need to return it to the workflow.
Where can I find an archived invoice?
Navigate to Claims History.
Select the Archive tab.
Locate the relevant invoice and review its archive reason.
If needed, use the available action to Unarchive the invoice.
Marking an Invoice as Won’t Claim
Won’t Claim marks an invoice as one that should not be claimed.
Use this option when an invoice should not proceed through the claiming process and you want to prevent future uploads with the same invoice number from being processed as a new invoice.
What happens when you mark an invoice as Won’t Claim?
The invoice is marked with a Won’t Claim tag.
The invoice remains accessible in Claims History.
Future uploads with the same invoice number are blocked from being processed as a new invoice.
You can revert the Won’t Claim status if the invoice needs to be processed again.
Where can I find a Won’t Claim invoice?
Navigate to Claims History.
Select the All Invoices tab.
Locate the invoice with the Won’t Claim tag.
If needed, use the available action to revert its status.
Which Option Should You Choose?
Scenario | Recommended action |
You want to remove an invoice from the active workflow but may need to upload a corrected version later. | Archive |
You do not intend to claim the invoice and want to prevent future uploads with the same invoice number from being processed. | Won’t Claim |
You accidentally marked an invoice as Won’t Claim. | Revert the invoice from Claims History, then choose the appropriate action. |
Important Notes
Archiving and marking an invoice as won't claim does not mean that it will automatically be cancelled in the NDIS claiming system.
It is best that the invoice and it's lines are not in a pending, reconciled or paid status before archiving or making them as won't claim.