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How we validate invoices

Updated 22 September, 2020
invoice in envelope

This is an article for service providers who have invoices processed by Plan Partners

The NDIS has stringent rules and regulations in place around invoices. Any mistakes or missing information can lead to lengthy delays to the payment process.

To avoid any issues and get your invoices paid as quickly as possible, we review every invoice before submitting it to the NDIS. So when we receive an invoice for one of our Plan Managed customers, we check that it contains everything it needs for the NDIS to process and pay it. 

Here’s what we’re looking for during the validation process and how we’ll try and fix any issues.

The validation criteria

  • Is the NDIS plan active?  
    If the NDIS plan of the customer has expired at the time the service was delivered, the invoice cannot be paid until they have an active plan. In most cases, we’ll work with the NDIS and your customer to renew their plan so the invoice can be processed as soon as possible.

  • Is the price right?   
    The NDIS places limits on how much providers can charge for a service. If your invoice has gone over the relevant price limit, or you haven’t provided an hourly breakdown (how many hours of supports you provided and at what hourly price), we’ll ask you to reissue it with these details so it can be paid. Handy tip: You can explore a full list of NDIS price limits with our NDIS Price Guide Navigator tool.

  • Is there enough money in the NDIS plan? 
    The NDIS will only pay invoices if there is enough of the relevant funding in the NDIS plan of the participant to cover the invoice. We try to avoid this situation by providing our customers with handy tools to assist in tracking their allocated spending; like our Dashboard and app and sending through monthly overviews of their funds. If a customer does run out of funds, we encourage them to contact us to see if there are options available to ensure they can continue receiving supports. 

  • Is the invoice dated correctly? 
    An invoice needs to be dated correctly for it to be paid. If your invoice is dated incorrectly, we’ll contact you to let you know what needs to be fixed. There are several date issues that will result in an invoice being rejected:

    • No date at all
    • An end date that comes before the start date
    • A future dated invoice
    • A spread of dates that are unrealistic or impossible (e.g. 30 hours of supports delivered on the one day)
  • Did the service happen during the one plan?  
    An invoice can only be paid using funding from a single NDIS plan. If your invoice covers a period in which the participant changed to a new plan, we’ll split the invoice into two so it can be paid.
  • Is the formatting correct?
    There are several other things your invoices need to include to be approved and paid by the NDIS. From a valid ABN to your customer’s details, our Service Provider page explains how to format your invoice correctly to ensure smooth payment. 

How our Dashboards can help

Our Service Provider Dashboard can help you take control of your invoices in two main ways.

  1. Our Fast Payment system takes the guesswork out of filling out your invoices, by giving you a digital form that will automatically check your invoice for errors or missing information as you go. The invoice is then submitted straight to the NDIA for processing, bringing the average payment time down from 7 business days to just 4!  
  2. Once you’ve submitted an invoice, you can easily track its status with our Dashboard. If your invoice is invalid or has been rejected, you’ll be able to see why so you can quickly fix it and resubmit.

Our Dashboard is also available as a handy app, so you can invoice anywhere and manage your payments on the go. 

More information?

If you’d like to speak with someone about how we process invoices or find out more about our Dashboards, just contact our helpful team on 1300 333 700, start a chat or leave your details here and we will contact you.

Want to download the App?

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