This article explains how to automate invoicing for clients with dual funding using the case invoice to override feature in splose.
This is particularly useful for Australian workspaces supporting NDIS participants with both NDIA-managed and plan-managed funding.
Understanding case invoice to override
Cases now have the ability to override the invoice to recipient.
When an appointment or support activity has a case assigned to it with the case invoice to override feature enabled, splose changes the invoice recipient for those items.
This allows you to automate directing invoices to different recipients depending on the funding source.
Current workflow for NDIS participants (Beta)
Please note that this feature is currently in beta for Australian workspaces using it for NDIS participants with dual funding that includes NDIA-managed. This is because it does not automatically filter these out of the NDIS bulk upload. Automation of this step is likely to be released in late February 2025.
Follow these steps until full automation is released:
Set up the patient:
Ensure the patient has NDIA-managed selected as their funding type
Set the patient's default invoice to recipient to one of your company emails (such as ndis@yourcompany.com). This will be used for NDIA-managed invoices
Create a case for Plan-managed billing:
Set up a case specifically for plan-managed billing
Enable the Case Invoice to Override feature on this case
Select the plan manager as the invoice recipient for this case
Utilise tags for batch invoicing:
Use tags to identify and group participants with dual funding
Run a batch invoice for these participants
Process Plan-managed invoices first:
Select only invoices with a plan manager as the invoice recipient
Process and finalise these
Prepare NDIA-managed invoices next:
Run the batch invoice again. The remaining invoices will be for NDIA-managed services
Take these invoices through to the draft stage and leave them as drafts
NDIS Bulk Upload:
Go to the NDIS bulk upload
Select only the draft invoices, as these will be the NDIA-managed billed items
Process the NDIS bulk upload
Finalize Invoices:
Return to the batch invoice and mark the NDIA-managed invoices as sent to finalise them
Future Automation
We are working to automate the filtering out of appointments and support activities, from the NDIS bulk upload, that have the Case Invoice to Override feature in place. This automation is expected to be released towards the end of February 2025.
As the feature is in BETA, please submit any feedback to our product team via the chat.