Some NDIS participants have NDIA-managed funding for some supports and plan-managed funding for others. A case with Override invoicing details turned on sends the plan-managed invoices to the plan manager automatically, and you claim the rest through the NDIS bulk upload.
This guide is for Australian workspaces. It shows you how to set up the client and the case once, then how to invoice and claim both funding types each billing cycle.
Before you begin
The NDIS bulk upload is set up, including the client's NDIS participant number. More on the NDIS bulk upload →
The plan manager is saved as a contact. More on adding a contact →
Understanding overriding invoicing details
When an appointment or support activity is linked to a case with Override invoicing details turned on, its invoice goes to the contact on the case instead of the client's usual Send invoices to contact. Batch invoicing puts items with different recipients on separate invoices, so plan-managed and NDIA-managed items never end up on the same invoice.
The NDIS bulk upload works differently. It lists invoiced items for every client whose Fund management is NDIA-managed, regardless of who the invoice was sent to. So plan-managed items for these clients show up there too, and the steps below keep the two sets of invoices apart.
Set up the client and the case
You only need to do this once for each client.
Go to Clients, select the client, and click Edit on their Details tab.
Under Fund management, select NDIA-managed.
Under Send invoices to, select a contact that uses your practice's own email address, such as ndis@yourpractice.com. NDIA-managed invoices are addressed to this contact instead of the client.
In the Tags field, add a tag for clients with both funding types, such as Dual funding.
Click Save.
Open the client's Cases tab and click + New case to create a case for the plan-managed supports.
Turn on Override invoicing details and select the plan manager.
Save the case.
Link the client's plan-managed appointments and support activities to this case. Don't link NDIA-managed bookings to it. More on adding bookings to a case →
Automate invoicing for clients with dual funding
Do this each billing cycle. You'll run two batches: one for the plan manager, then one for the NDIS bulk upload.
Send the plan-managed invoices
Go to Invoices, click Batch invoice, then click + New batch.
Set your date range, click Add filter, and filter by your dual funding tag.
Tick only the items linked to the plan-managed case, then click Continue.
Click Create batch.
Open the batch, click Email Invoices, choose your email template, and click Send. The invoices go to the plan manager.
Claim the NDIA-managed items
Create a second batch with the same date range and tag. The items left are the NDIA-managed ones. Tick them, click Continue, then click Create batch.
Don't email this batch or mark it as sent yet. Leave the invoices as drafts.
Go to Reports, select NDIS bulk upload, and click + New bulk upload. Set the same date range.
Select only the items on draft invoices. Leave the plan-managed items unticked. Then click Create bulk upload.
Export the file and submit it to the myplace portal as usual. More on submitting the bulk upload →
Go back to Invoices, click Batch invoice, open the NDIA-managed batch, and click Mark as Sent. The invoices move to Awaiting payment.
When the NDIS pays, finalise the bulk upload as usual to mark the invoices as paid. More on finalising results →
Things to Note
Plan-managed items for these clients appear in every NDIS bulk upload that covers their dates, because they're never added to one. Leave them unticked each time.
Mark the NDIA-managed invoices as sent only after you've created the bulk upload. While they're drafts, they're easy to tell apart from the plan-managed invoices.
If you reconcile with Xero, the NDIA-managed invoices sync once you mark them as sent.
The case override works for any payer, not just plan managers. The bulk upload steps only apply to NDIA-managed funding.
Frequently Asked Questions
Why are plan-managed invoices showing in my NDIS bulk upload?
Why are plan-managed invoices showing in my NDIS bulk upload?
The bulk upload lists invoiced items for every client whose Fund management is NDIA-managed, regardless of who the invoice was sent to. A case override changes who receives the invoice, but the items still appear. Leave them unticked, and only select items on draft invoices.
Troubleshooting
Invoice recipients
An invoice went to the client instead of the plan manager. How do I fix it?
An invoice went to the client instead of the plan manager. How do I fix it?
Check the booking is linked to the plan-managed case, and that Override invoicing details is on. Then revert the invoice to draft, change the billing contact to the plan manager, and send it again. More on editing invoices →