Documentation

Creating Your Account

1. Navigate to /register and enter your details
2. Provide your business name, ABN, and NDIS registration number
3. Enter your name, email address, and choose a strong password (minimum 12 characters)
4. Your account is created as the Owner of a new tenant (organisation)
5. You'll be redirected to the dashboard and can start adding data immediately

Business Settings

After registering, go to Settings to configure:

• Business details - ABN, NDIS registration, address, phone, email
• Branding - Primary colour for your participant portal
• Timezone - Australian timezone for date handling
• Bank details - Your bank account for ABA file generation headers

Your dashboard shows a real-time summary of your plan management operations at a glance.

Key Metrics

The dashboard also shows recent invoices, upcoming plan expiries, and budget alerts for any participants approaching their spending limits.

Adding a New Participant

1. Go to Participants from the sidebar navigation
2. Click "Add Participant"
3. Enter required fields: NDIS number, first name, last name, and date of birth
4. Add optional contact details: email, phone, and address
5. Click "Save Participant"

Participant Details

Each participant's detail page has tabs:

• Overview - Personal details, NDIS number, contact information, status
• Plans & Budgets - Active and historical NDIS plans with budget breakdowns per support category
• Invoices - All invoices associated with this participant across all providers
• Documents - Uploaded documents (NDIS plan letters, service agreements, etc.)

Setting Up Plans

Each participant needs at least one NDIS plan to process invoices against:

1. From the participant's detail page, go to Plans & Budgets
2. Click "Add Plan"
3. Enter the plan start date, end date, and total budget
4. Indicate whether this is a PACE plan (affects claiming and categories)
5. Add budget allocations per support category (Core, Capacity Building, Capital)
6. Set alert thresholds (e.g. notify at 80% budget utilisation)

Searching & Filtering

Use the search bar on the participants list to search by name, NDIS number, or email. Results update as you type with a short delay.

Adding a Service Provider

1. Go to Providers from the sidebar navigation
2. Click "Add Provider"
3. Enter the provider's business name and ABN
4. Add their NDIS registration number when they are a registered provider
5. Enter contact details: email, phone, address
6. Add bank details (BSB, account number, account name) - required for payment runs
7. Set payment terms (default 30 days)

Service Agreements

You can create service agreements linking a provider to a participant with agreed rates:

• Navigate to the provider or participant detail page
• Add a service agreement with start/end dates and total amount
• Add individual line items with agreed rates per NDIS support item
• During invoice validation, agreed rates are checked against invoice line items

Invoice Lifecycle

Every invoice flows through a defined set of statuses:

Uploading Invoices

There are two ways invoices enter the system:

Filtering Invoices

The invoice list supports filtering by:

• Status - Click status tabs to filter (All, Received, Extracted, Validated, Approved, Paid, Claimed)
• Source - Staff Upload vs Participant Portal
• Participant - Filter by specific participant
• Provider - Filter by specific provider
• Date range - Filter by invoice date

Our AI engine automatically reads uploaded invoices and extracts all relevant data.

What Gets Extracted

Review & Correction

After extraction, you review the data on a split-screen view:

• Left panel - Original invoice document
• Right panel - Extracted data in an editable form
• Confidence scores shown per field (green = high, yellow = medium, red = low)
• Dropdowns for matching to existing providers and participants
• Support item search with type-ahead for NDIS item numbers
• Line items are editable with automatic total recalculation

Validation

After review, click "Validate" to run automated checks:

• Price limit check - Line item rates vs NDIS Price Guide limits
• Budget availability - Sufficient budget remaining in the participant's plan
• Service agreement rates - Rates match agreed amounts when a service agreement exists
• Duplicate detection - Check for invoices with the same number/provider
• Date validation - Service dates fall within the plan period
• GST consistency - GST codes correct for the support item type

Validation results show pass/fail/warning per check. You can override warnings with a reason (this is audit logged).

Creating a Payment Run

1. Go to Payments from the sidebar
2. Click "New Payment Run"
3. The system shows all approved, unpaid invoices grouped by provider
4. Select the invoices to include (or click "Select All")
5. Review the total amount per provider and overall total
6. Click "Generate Payment Run"

ABA File

The system generates an ABA (Australian Bankers' Association) file in the standard APCA format:

• Fixed-width 120-character records
• Record Type 0 (header) with your bank details and file date
• Record Type 1 (detail) for each provider payment with BSB, account, amount
• Record Type 7 (trailer) with totals and record counts

Download the ABA file and upload it to your bank's internet banking portal to process payments.

Reconciliation

After payments clear your bank account:

1. Go to the payment run detail page
2. Click "Reconcile"
3. Upload a bank statement or manually mark payments as reconciled
4. Reconciled invoices update to "Paid" status
5. Budget spent amounts are updated automatically

Bulk Payment Request CSV

The system generates NDIA-compliant CSV files matching the 16-column bulk payment request template:

1. Go to Claims from the sidebar
2. Click "New Claim Submission"
3. Select paid, unclaimed invoices to include
4. Review the claim lines (one per invoice line item)
5. Click "Generate CSV"
6. Download the CSV and upload it to the NDIA myplace portal

Processing NDIA Responses

1. Download the response file from the myplace portal
2. Go to the claim submission detail page
3. Click "Upload Response" and select the response CSV/Excel file
4. Accepted claims update the invoice to "Claimed" status
5. Rejected claims show the rejection reason for review and resubmission

PACE Plans

Plans flagged as PACE are handled differently:

• No service bookings required (endorsed provider model)
• Expanded 21 support categories
• 4th budget type: Recurring Supports
• The system automatically detects PACE plans and adjusts claiming accordingly

Each participant plan has budgets allocated per support category. The system tracks three levels of spend:

Budget Alerts

Set alert thresholds per support category (e.g., 80%). When utilisation reaches the threshold, the system:

• Shows a warning badge on the participant's plan
• Displays an alert on the dashboard
• Sends a notification to the assigned staff member
• Optionally notifies the participant via their portal

Manage your team from Settings > Users. Each user is assigned one of four roles:

Inviting Team Members

1. Go to Settings > Users
2. Click "Invite User"
3. Enter their email address and select a role
4. They'll receive an email invitation to set up their account

Give your participants self-service access to view their budgets, invoices, and submit invoices directly.

Enabling Portal Access

1. Go to the participant's detail page
2. Click "Enable Portal Access"
3. Enter or confirm their portal email address
4. Set a temporary password or send an invitation link
5. The participant can then log in at /portal/login

What Participants Can Do

• View budget - See how much has been spent vs allocated per category
• Submit invoices - Upload invoices from their providers for processing
• Track invoices - See the status of all their invoices (received, processing, paid)
• Download statements - Monthly statements showing all transactions

Access reports from the Reports section. Available reports:

• Budget Utilisation - Spend vs allocation per participant and category, with visual bars
• Provider Summary - Total paid per provider across all participants, with payment history
• Claim Status - Tracking of NDIA claim submissions, acceptance rates, and outstanding amounts
• Reconciliation - Match payments to claims and identify any discrepancies

Export Formats

All reports and data lists can be exported in:

• PDF - Formatted reports suitable for printing or emailing to stakeholders
• CSV - Raw data for import into Excel or other tools
• Excel (.xlsx) - Formatted spreadsheets with multiple sheets

Manage your subscription from Settings > Billing.

Billing is handled securely through Stripe. You can upgrade, downgrade, or cancel at any time. When you exceed the participant or user limit for your plan, you'll be prompted to upgrade.

1. Go to the portal login page - your plan manager will provide you with the link (it's usually /portal/login on their website)
2. Enter the email address your plan manager set up for your portal access
3. Enter your password
4. Click "Sign In"

First Time Logging In?

Your plan manager will either:

• Send you an email invitation with a link to set your password, or
• Give you a temporary password that you should change after your first login

Forgot Your Password?

Click the "Forgot password?" link on the login page to receive a password reset email. If you don't receive it, contact your plan manager.

After logging in, your dashboard shows a summary of your plan:

• Plan dates - When your current NDIS plan started and when it ends
• Budget overview - A visual summary of your total budget and how much has been used
• Recent invoices - The latest invoices processed on your behalf
• Quick links - Navigate to submit an invoice, view your budget, or download statements

The Budget page shows how your NDIS plan funds are being used. It's broken down by support category:

For each category you'll see:

• Allocated - The total amount in your plan for this category
• Used - How much has been paid to providers
• Remaining - How much is left to spend
• A visual progress bar showing the percentage used

If you receive an invoice from one of your service providers, you can submit it directly through the portal instead of emailing or posting it to your plan manager.

How to Submit

1. Click "Submit Invoice" from your dashboard or go to Invoices > Submit Invoice
2. Upload the file - Drag and drop the invoice or click to browse. Accepted formats: PDF, PNG, JPG, or TIFF (photo of an invoice is fine!)
3. Select the provider - Choose the provider from the list, or type in their name when they're new
4. Add notes (optional) - Add any context, e.g., "This is for my OT sessions in January"
5. Click "Submit"

Tips for Submitting Invoices

• Make sure the whole invoice is visible and readable (not cut off or blurry)
• If you're taking a photo, use good lighting and hold your phone steady
• Submit invoices as soon as you receive them - this helps your plan manager pay providers on time
• If the provider gave you a receipt rather than an invoice, submit it the same way

The Invoices page shows all invoices related to your plan, including ones you submitted and ones your plan manager uploaded on your behalf.

Invoice Statuses

Each invoice has a status that tells you where it is in the process:

The Statements page lets you view and download monthly summaries of all transactions on your plan.

What's Included

• All invoices processed during the month
• Provider name and amount for each payment
• Running budget balance per support category
• NDIA claim status for each payment

Click on any month to view the statement, or click the download button to save it as a PDF. These are useful for your records or to share with your support coordinator.

If you need help with anything, here are your options: