The NDIS Bulk Upload report lets you create a Bulk Payment Request file that can be imported directly into the NDIS myplace portal for bulk claiming. It is compliant with PACE and removes the need to lodge individual payment requests one by one.
This guide covers how to prepare your NDIS clients for batch invoicing using the NDIS tag, how to create invoices, generate and export a Bulk Upload File, submit it to the myplace portal, upload the payment result, and resolve any rejected claims.
Before You Begin
Make sure the following is set up in splose before generating a Bulk Upload File:
Services are configured with the correct NDIS item line codes from the NDIS Price Guide
The correct tax rate is applied (most NDIS services are GST Free Income)
Cancellation reasons and codes are applied correctly when cancelling appointments
Your NDIS registration number is added in Settings > Locations (typically starting with 43)
Your ABN is entered without spaces
Each NDIS client has NDIA-managed selected under Fund management in their client profile
Each NDIS client has their NDIS participant number added to their profile
The correct payment method is selected under Settings > Payments > NDIS bulk upload
NDIS Bulk Upload
Step 1: Tag your NDIS clients
Adding an NDIS tag to each NDIA-managed client's profile makes it easy to filter for them when running batch invoicing.
Open a client's profile.
Click Edit.
In the Tags field, add a tag — for example,
NDIS.
Click Save.
Repeat this for each NDIA-managed client. Once tagged, you can use this tag as a filter in batch invoicing to quickly select all NDIS clients at once.
Step 2: Create invoices using Batch Invoicing
Before generating a Bulk Upload File, you need invoices for all NDIA-managed clients.
The support items on those invoices are what populate the bulk upload report. The fastest way to do this is with Batch Invoicing:
Go to Invoices.
Click Batch invoice, then click + New batch.
Set your date range.
Click Add filter and select Client tags.
Enter your NDIS tag (for example,
NDIS) to filter to your NDIA-managed clients only.
Review the list of billable items and select the ones to include.
Click Create invoices.
Note: The Fund Management field in NDIS Details is separate from a client's plan type. The NDIS bulk upload report filters on Fund Management specifically — make sure this is set to NDIA-managed on each client's profile, or they won't appear in the report.
If you use the Mark as finalised option to reconcile via the Xero integration, make sure to select Mark as sent on the batch invoicing screen. This updates each invoice to Awaiting payment and ensures it syncs to Xero.
You can also create invoices individually if preferred. See Create, send and manage invoices for more detail.
Step 3: Create a Bulk Upload File
Once invoices exist for your NDIA-managed clients, you can generate the Bulk Upload File.
Go to Reports, then select NDIS bulk upload.
Click + New bulk upload.
Set the Supports Delivered From and Supports Delivered To date range.
A list of invoiced support items for NDIA-managed participants will appear.
Select the support items to include in the file.
Click Create bulk upload.
Step 4: Export the Bulk Upload File
Under Actions, click Export CSV.
Select an email address to send the file to.
Click Export
The file will be sent to the specified email. Download it and keep it on your desktop — there is no need to open or edit the file before uploading it to the myplace portal.
Note: We use the latest Bulk Upload File template provided by the NDIS which can be downloaded for your reference.
Step 5: Submit to the NDIS myplace portal
Log in to your PRODA account.
Click Payment Request.
Select Bulk Payment Request Upload.
Upload your Bulk Upload File and click Upload.
A confirmation message will appear when the upload is successful.
Step 6: View payment request results and upload to splose
Once submitted, you can check the result of your bulk payment request in the myplace portal.
In the myplace portal, go to Payment Request, then View Payment Requests.
Search by the Bulk Upload File name and click Search.
Click Download to save the results file to your desktop.
Back in splose, go to Reports > NDIS bulk upload and open the relevant bulk upload.
Click Upload payment result and upload the downloaded file.
Once uploaded, the status will update to Submitted, and each line item will show as either Successful or Rejected. Rejected items will display an error message on the relevant line.
Step 7: Finalise results and mark invoices as paid
There are two ways to mark invoices as paid once you have received payment from the NDIS.
Finalise results (direct payment in splose)
Use this method if you are not using the Xero integration. Only proceed once all items show as Successful in the uploaded result file.
Under Actions, click Finalise results.
Review the confirmation message, which will indicate that payments will be applied to all successful items.
Select the date payment was received from the NDIS.
Click Finalise.
The bulk upload file will be marked as finalised and all invoices will update to paid.
Reconcile with Xero
If you are using the Xero integration, reconcile the lump sum payment from the NDIS in Xero using the NDIS remittance PDF. Once all invoices are paid in Xero:
Under Actions, click Mark as finalised.
A message will confirm that no payments will be applied in splose, since they have already been applied through the Xero reconciliation.
Handling rejected claims
If any items come back as Rejected after uploading the payment result, you will need to correct the invoice and resubmit those items in a new bulk upload.
Open the existing bulk upload and locate the rejected item.
Delete the rejected item from the bulk upload batch.
Open the relevant invoice and revert it to Draft.
Make the necessary corrections to the invoice (for example, update the NDIS item code, participant number, or support dates).
Re-issue the invoice.
Create a new bulk upload, include the corrected item, and resubmit to the myplace portal.
If an item was included in a previous bulk upload, it will not appear in new uploads automatically. You must first remove it from the previous upload before it becomes available again.
Things to Note
The quantity for each bulk upload claim is determined by the duration recorded on the calendar service. Do not modify the rate or add custom line items directly to an issued invoice, as these will not be included in the bulk upload.
Do not open the Bulk Upload CSV file after exporting it from splose. Opening it can alter the data structure and cause errors in the myplace portal.
splose generates a unique random name for each bulk upload file. The myplace portal will not accept a file with a duplicate name, so avoid renaming bulk upload files.
The NDIS typically sends payment remittance within 7 days of a successful submission.
Common Errors
Bulk upload file name must be unique
splose automatically generates a unique name for each bulk upload. Do not change it — the myplace portal will reject any file with a name that has already been used.
NDIS number missing
Each participant must have a valid NDIS number entered in their client profile before their items can be included in a bulk upload.
My invoices aren't appearing in the bulk upload
If support items aren't showing up in your bulk upload report, work through the following checklist:
Invoices must be created before items will appear. Create them individually or via batch invoicing.
Check that NDIA-managed is selected under NDIS Details > Fund Management in the client's record -- this is separate from the plan type field and is the specific filter the bulk upload report uses.
Check the client has a valid NDIS number entered.
Check the service has the correct NDIS support item code from the price guide.
If the item was included in a previous bulk upload, it won't appear again. Remove it from the previous upload to re-claim it.
Fund management missing
Make sure NDIA-managed is selected under Fund management in the NDIS details section of the client's profile.
Support item code missing
Each service must have the correct NDIS item code from the NDIS Price Guide applied before it can be claimed.
Item already added in a previous bulk upload
If an item was included in a previous bulk upload, it will not appear in new uploads. To re-claim a rejected item, remove it from the previous upload first, then include it in a new one.
💡 The quantity for the bulk upload claim will be determined based on the duration recorded on the calendar service. Please make sure not to modify the rate or add custom line items directly to the issued invoice, as these will not be included in the bulk upload