Create a claim or invoice

Whether you want to generate an invoice to request payment or create a Progress Note (support log) for your Client’s approval our claims feature will make your life easier.’s Claim (aka Client Support Log), is a feature designed to confirm receipt of the NDIS support items as delivered in the direct services provided to Clients via Progress Notes (or Activities).

Why is the Claim important? The NDIA advise that the Claim (Support Log) form of evidence is a requirement for specific support types (for more information, please review the Provider Payment Assurance Program section of the NDIS Provider Toolkit).

Update your Organisation’s profile

Before you can use Claims you need to ensure your Organisational profile is up to date.

Go to My Organisation > Your Organisation Profile > Edit

Add in your banking details. And if relevant, add in where you want your invoice numbers to start counting from > Save changes. Set-up your organisation correctly in for efficient use.

ndis organisation setup

Create your itemised NDIS participant invoices

Go to My Organisation > Circles > Choose your circle from the list or search by name

(if you don't find one, you are not a part of that particular circle. Ask your admin/coordinator to grant you access)

Click on Timeline > Add New Document (at the top right) > Claim

client claims

Add a Claim automatically populates the Claim based on the Progress Notes (see here for more information on tracking billable hours).

The claims in are a powerful document that is used to claim the services you have provided over a period of time. The claim needs to be sent to the Claim Recipient, Claim CC, and the Plan Manager as a statement of the services provided and as an invoice.

  • Claim Recipient: can be Care Recipient or their Carer. You have to add their email into their profile in order to be able to select them as the Claim Recipient or Claim CC.
  • Claim CC: can be anyone that needs to receive the invoice emails. They have to be on the list of Circle's Participants with an email.
  • Plan Manager: if the Circle is plan-managed, you have to add the Plan Manager to the Circle's Participant list as an informal user in order to send invoices to them.

NEW: Now you won't have to remember who to send the invoice to each time you create a claim. Just make sure that you set the right Claim Recipient, Claim CC and Plan Manager (if one exists) for each Roadmap of the Circle. See how to add Care Recipient, Carer and Plan Manager here.

itemised claim in ndis

  • Participant: Select the participant (Care Recipient) that received the services for the purpose of this claim. If there is only one Care Recipient in the Circle, he/she will be selected by default.
  • Funding source: Select the funding source, will fetch all the billable hours of the Circle's Roadmaps with that Funding source:
    • NDIS - NDIA Managed: this is used for NDIA Managed participants. The claim needs to be sent to the Client as a statement of the services provided and also as a notification that you are going to provide service by claiming the statement amount against their budget.
    • NDIS - Self Managed: this is used for Self Managed participants. The claim needs to be sent to the Participant for them to pay the invoice.
    • NDIS - Plan Managed: this is used for Plan Managed participants. The claim needs to be sent to the Plan Manager or the participant for them to pay the invoice.
    • Client fee for service: this is traditional invoices. They are sent to the participant for them to pay the invoice like any normal business.
  • From-To: choose the start and end dates the claim applies to

Click on Update and will load all the Progress Notes related to the participant within the dates specified above. Just in case, review for any typos or hours wrongly entered and save the claim.

NEW: Now you won't have to remember when to select statement or invoice each time you create a claim. Just select the Funding source, will create the invoice or statement based on that Circle's Roadmap information.

client timeline claims

Once the claim is saved, the related Progress Notes are marked as claimed so there is no risk of claiming them again. You will also see that now that the claim is saved there is a to PDF button on the bottom right of the popup modal that you can use to print or archive the claim as well as a Send Email that sends the claim attached to an email to the Claim Recipient, Claim CC and Plan Manager (if exists).

NDIA Providers: Charges for travel, short notice cancellations (no show), and non-face-to-face activities will show up in your statement or claim with the appropriate description if agreed to with your client. With Report Writing and Non Face-to-face support, the travel fee will be excluded when you claim to avoid overcharging your client.

Note All the Progress Notes once claims will be locked. You are not supposed to change the case notes once they are claimed. If you feel you still need to make any changes to the Progress notes after claiming, simply delete the invoice, make the changes and then create a new invoice.

For organisations with a smaller client base who don’t need fully-featured accounting software, our claims feature makes a true one-stop shop for care management.

It’s quick and simple to generate statements and invoices to keep clients informed and get paid more efficiently.