Claim Process for Plan-Managed Clients in

In this article, we will help you figure out how claims for Plan-Managed participants are done and how streamlines your claims and payment process and helps you get paid easily.

For Plan managed participants, you have to send a standard invoice to the Client’s Plan Manager and they will pay for your services directly. The invoice needs detailed support logs and subtotals for each NDIS line item and will be submitted by the Plan Manager to the NDIS Myplace portal. Therefore, your Organisation has to create invoices and send them to the participant’s Plan Manager.

To get paid, you must provide the following information as evidence of your support delivery to the Plan Manager, when requested:

  • approved service agreement containing the schedule, cost, quantity, type, and quality of supports to be delivered and their location; as well as the expected outcomes for the participant
  • approved quotes as appropriate
  • evidence of support quantity
  • evidence of support type
  • staff rosters
  • final report or assessment

Depending on the nature of your support service, additional documentation guidelines may apply and be requested as part of the Provider Payment Assurance Program. Let’s see how to handle all of this with just a few clicks on;

Claim Process for Plan-managed Clients on

Before claiming, please make sure all the support delivery is documented. See the detailed tutorial about how to quickly lookup undocumented appointments from Organisation Calendar. Now let's see how the claim process is done on

Go to Organisation > Reports > Select the Occurrence Date

It is best to create reports every 2 weeks or monthly.

Select Roadmap type: NDIS- Plan Managed

Create all the NDIS Plan manager invoices

  • On Filter Progress Notes by purpose select 3.1 Create Claim.
  • Click on the blue button: Generate report. The application will list all the unclaimed Progress Notes.
  • Click on the button Action and click Create Plan Manager Invoices.

claiming for plan managed

The generated report will list all the information from the Progress note, which includes: Circle name, service and its status, Time of delivery, Title of the appointment/PN, Support items and type of service (Direct service or provider travel), Total time of service delivery and unit price.

Email all the invoices to Plan Managers

  • On Filter Progress Notes by purpose select 3.2 Send Email.
  • Click on the blue button: Generate report. The application will list all the unsent claims with Progress Notes delivered between the Occurrence date filter.
  • Click on the button Action > Email Invoices to Plan Managers. The application will send the invoices to each Plan Manager and participant if CCed according to the configured Recipient on Circle's Roadmap. Learn more about the Roadmap of Support.

Export Invoices to your Accounting system (MYOB/Xero)

  • On Filter Progress Notes by purpose select 3.3 Export Claims.
  • Click on the blue button: Generate report.** The application will list all the claims that are emailed but not exported to the Accounting system.
  • Click on the button Action > Export as accounting file. The claims (NDIS Invoices) will be downloaded. It is already in MYOB, Xero or Quickbooks format with the correct data, you just need to upload it into your accounting system for invoice reconciliation.

exporting accounting file

Note: If you click the Download CSV option, the file will be downloaded in the same format as the accounting file, but the system would not pick those claims as exported. In short, will not be able to track the exported claims as you have just downloaded and not exported. When you are ready to export to PRODA, you should select the Export as accounting file option.