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Guide · NC-001

From completed shift to paid NDIS claim

Guide · NC-001

From completed shift to paid NDIS claim

How a delivered support moves through CompanionAxis from the worker’s check-out to a reconciled NDIA payment: timesheet approval, invoicing, the bulk payment request file, upload in the my NDIS provider portal, remittance import and reconciliation.

For: Rostering coordinators, team leaders, finance and billing staff, and system administrators

01Before you begin

  1. You need a CompanionAxis role with permission to approve timesheets and create invoices or claims.
  2. Each participant needs an active NDIS plan with the funding management type set (NDIA-managed, plan-managed or self-managed) and a signed service agreement.
  3. Each shift needs a support item from the current NDIS Support Catalogue. CompanionAxis loads each new NDIS Pricing Schedule and its price limits for you.
  4. To upload claims you need access to the my NDIS provider portal through PRODA.

02The worker checks out

  1. At the end of the shift the support worker selects Check out in the worker app. CompanionAxis records the time and GPS location.
  2. The app asks for the progress note, any incident, kilometres travelled with the participant and any provider travel before check-out completes.
  3. If the check-out time differs from the rostered end time, the worker adds a reason. The variance shows on the timesheet for review.

03Approve the timesheet

  1. Go to Timesheets, then Awaiting approval, and filter by branch, house or coordinator.
  2. Check flagged shifts first: check-in or check-out outside the expected location, time variances, missing progress notes and unplanned overtime.
  3. Adjust actual times if needed, with a reason. CompanionAxis keeps the original and the change in the audit log.
  4. Select Approve. Approved hours flow to payroll export with the SCHADS Award pay rules applied, and to billing with the matching support items.

04Check what will be billed

  1. Go to Billing, then Ready to invoice. Each approved shift shows the participant, support item, quantity, rate and funding source.
  2. CompanionAxis checks each line against the plan dates, the remaining budget in that support category and the price limit, and flags anything that won’t claim.
  3. Short-notice cancellations appear here when the current NDIS Pricing Schedule rules allow them to be claimed. Check the reason recorded against each.
  4. Provider travel and participant transport lines appear separately so you can review them before they’re claimed.

05Create the invoices

  1. Select the lines to bill, then Create invoices. CompanionAxis groups them by participant and funding source.
  2. Plan-managed lines become invoices addressed to the participant’s plan manager. Self-managed lines become invoices to the participant or nominee.
  3. NDIA-managed lines are held as claim lines for the bulk payment request file.
  4. Send plan-managed and self-managed invoices by email from CompanionAxis, or sync them to Xero, MYOB or QuickBooks.

06Generate the bulk payment request file

  1. Go to NDIS claims, then New claim batch. Choose the date range and branch.
  2. CompanionAxis validates every line — NDIS number, support item, dates, quantity and price — and lists any errors to fix before the file is built.
  3. Select Generate file. CompanionAxis creates the bulk payment request CSV in the NDIA format and marks those lines as Claimed — awaiting outcome.

07Upload in the my NDIS provider portal

  1. Log in to the my NDIS provider portal through PRODA and open Bulk payment requests.
  2. Upload the file you downloaded from CompanionAxis and keep the portal’s upload reference.
  3. Paste the reference into the claim batch in CompanionAxis so the batch and the upload stay linked.
  4. Direct claiming to the NDIA from CompanionAxis, without the manual upload, is coming soon.

08Import the remittance

  1. When the NDIA has processed the batch, download the bulk payment request results and remittance from the provider portal.
  2. In CompanionAxis, open the claim batch and select Import remittance, then choose the file.
  3. CompanionAxis matches each result to its claim line and marks it Paid, Partially paid or Rejected with the NDIA’s reason.

09Reconcile and fix rejections

  1. Open Rejected lines. Common causes are plan dates, insufficient budget, a support item not in the plan and a price above the limit.
  2. Fix the cause — for example update the plan or change the support item — then select Add to next batch to resubmit.
  3. Match the paid total to the deposit in your bank feed in Xero, MYOB or QuickBooks.
  4. Budgets in each participant’s NDIS plan update as claims are paid, so coordinators see the true remaining funds.
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