Running Reports simplifies the process of gathering information needed to invoice your clients, report to funders, feed your payroll system or manage your services. makes running reports easy.

Go to the Organisation > Reports module.

Click on Select Report type to choose one of the pre-existing reports:

  1. NDIS Bulk Claim
  2. Activity Report
  3. Xero
  4. Staff hours

NDIS Bulk Claim

The purpose of this report is to claim funds from NDIS portal in an accepted NDIS Bulk Claim format. This report will only show services that were set up as “NDIS”, with the relevant data such as Support line item ref numbers. Only approved NDIS services will appear in this report.

This report already has How will the supports be paid set to NDIA Managed, this enables you to extract only NDIS services where the client’s plan is managed by the NDIA and service providers can claim directly (i.e., you can exclude self-managed plans and those opting for third-party plan management providers.)

In order to use this feature, Payment classifications must be applied within the Circle’s Roadmap. Learn more about Roadmap of Support.

The best practice to run this report is based on the cycle your organisation will claim funds. For instance if your cycle is weekly then you would run the report for the week in the from and to parameters. The report is exportable to csv, which once you save the file you can upload to the NDIS Portal.

Work around for duplicate data items:

If for some reason you document services after submitting NDIS Bulk Claim, you can re-run the NDIS report for that time period. The services that have already been claimed will need to be removed prior to submitting the NDIS Bulk Claim into the portal.

To remove the lines, save the file type “.csv”, and open in NotePad for PC or TextEdit for Mac. Remove the duplicate lines that you no longer need to upload and resave the file as .csv.

Next, upload the file into NDIS Portal.

New for 2019 NDIS Price Guide

You will now notice that when you have progress notes that include a No Show status, non face-to-face activities, and travel items will be pulled into your bulk claims report.

Those claim types will show up as:

  • CANC for No Show (which will automatically calculate at 90% of fees)
  • NF2F for non face-to-face activities
  • REPW for report writing
  • TRAN for travel-related charges
With Report Writing and Non Face-to-face support, the travel fee will be excluded when you claim to avoid overcharging your client.

Activity Report

The purpose of this report is give you a quick snapshot of all the activities that have been provided for a specific period. For example, if you are collating information to assess total hours of services provided for one week, you can simply run this report specifying that time period in the from and to fields. The total hours of services performed by your staff for that given week will be in the column “hours”.

This report will include all services performed regardless of whether fees were charged, so volunteer hours performed will be included.

You can also filter by How will the support be paid to enable reports to be filtered by how supports will be paid. You could, for example, only extract activities where the client’s plan is self-managed or managed by a third-party plan management providers, so that you can directly invoice them more efficiently.

In order to use this feature, Payment classifications must be applied within the Circle’s Roadmap. Learn more about Roadmap of Support.


This report to export to Xero for invoicing from Xero, with Xero csv format, this is great to invoice from Xero and allow Xero to handle the payment reconciliation. You should filter How will the support be paid to Self Managed and Plan Manager so that you can directly invoice them more efficiently. Remember to enter Payment classifications on the Circle’s Roadmap. Learn more about Roadmap of Support.

In order for import invoice to Xero to work you have to first select Xero as your Accounting Integration from Organisation Profile, then enter the Xero accounting codes on your Organisation's services. See more detail here.

Staff hours

The Report by staff worked hours is great to calculate hourly payment for your staff. You can save it to csv format and import into your Payroll system of choice. Note that this report shows the charge to the client for the service provided NOT the staff rate.

Note that is not a dedicated HR System. We have, however, made some minor changes to our Case Management System to help small organisations that can’t afford pricey HR & Payroll Systems.
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