NDIS billing software that checks the invoice before anyone else does
Approved shifts become invoice lines priced to the NDIS rules, checked for the mistakes that get claims rejected, and routed to whoever pays.
Priced to the NDIS rules automatically
- Time of dayDaytime 6am to 8pm, evening 8pm to midnight, and night midnight to 6am.
- Weekends and public holidaysSaturday, Sunday and public holiday rates, using each participant's state holiday list, so regional days are priced correctly.
- SleepoversThe sleep window is priced as a sleepover, and any awake time is priced on its own.
- Group ratios and 2:1Group supports are divided by the ratio, and 2:1 shifts bill each worker.
- Travel and transportProvider travel, and kilometres claimed as activity based transport.
Every invoice checked before it's sent
Invoices can't be sent until the invoice check has run. Errors have to be fixed or overridden, and warnings have to be reviewed.
Errors that stop sending
- Billed twice for the same time
- Participant on two shifts at the same time
- Line has no NDIS support item
- Line has no price
- Line doesn't match the shift any more
Warnings to review
- Billed hours differ from paid hours
- Billing line runs outside the rostered time
- Part of the shift isn't billed
- Over the service agreement budget
- KM claimed is more than authorised
- Much higher than usual
AI also reads the shift notes against what's being billed, looking for signs such as the participant being absent or in hospital, or the shift being cut short. It only raises warnings; people decide.
Overriding an error is a separate permission, so you choose who can do it.
Routed to whoever pays
Each approved shift goes to the right place based on how the participant's plan is managed:
- NDIA-managedLines go into the NDIA bulk claim file. More about NDIA bulk claims
- Plan-managedInvoiced to the participant's plan manager.
- Self-managedInvoiced to the participant.
Shifts are locked once they're invoiced. If you use Xero, draft invoices are sent to Xero, one per participant for each payer. It's one-way: payments aren't brought back from Xero.
From timesheet to invoice
Timesheets are approved in the Approval Workbench. AI reviews each one and recommends approve, review or reject, with a confidence score from 0 to 100. It checks that clock in and out were recorded, the GPS location was in range, worked hours match the roster, shift notes are in and meet expectations, no incident was reported, km are within what's authorised, and there are no billing anomalies.
Auto-approve is for the shifts where everything went right: the worker arrived and finished on time, the notes are in, nothing happened that needs a second look, and the km are within the allowance. Those can be approved automatically, so your team's time goes on the ones that need a person.
- You set what counts as a good shiftTurn each check on or off, choose which ones rule a shift out, write what good shift notes look like, and set the confidence score a shift needs (90 to start with).
- Shadow mode firstAI marks the shifts it would have approved while your approvers carry on as normal. A report shows how often they agreed with it, so you can adjust the settings before anything is approved automatically.
- Then switch it onEven then, a shift isn't approved without a clock-out and submitted notes, or while an expense claim is waiting for review. Every automatic approval is logged.
Auto-approve is off until you turn it on.
Approved hours export to Employment Hero as a timesheet import file. Award calculations stay in your payroll system.
Questions about billing
Does it sync with Xero?
It sends draft invoices to Xero. It's one-way, and payments aren't brought back from Xero yet.
Can someone skip the invoice check?
No. Invoices can't be sent until the check has run. Errors need fixing or an override from someone with that permission, and warnings need to be marked reviewed.
Does AI approve timesheets?
Only if you turn it on, and only for shifts that meet the rules you set and the confidence score you choose. By default AI only recommends and people decide. Run it in shadow mode first: a report shows how often your approvers agreed with what it would have approved.
Does it run payroll?
It exports approved hours to Employment Hero. Award calculations stay in your payroll system.
Related
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