Invoicing plan-managed participants

Plan-managed supports are invoiced to the participant’s plan manager. CompanionAxis emails a tax invoice with NDIS line items, and can attach a CSV of the lines.

Before you begin

• The participant’s plan is recorded as Plan-managed with their Plan manager chosen (see Entering an NDIS plan).
• The plan manager has a billing email on its payer record.
• Permissions to approve and send invoices.

Check the plan manager’s payer record

1. Go to Billing → Payments and payers and open the Payers tab.
2. Filter by Kind Plan manager and find the plan manager.
3. Select the edit (pencil) icon. Check Billing emails (separate several with commas, up to 10) and Payment terms (days), then select Save payer.

Create and approve the invoices

1. Generate invoices from approved shifts with Plan manager ticked under Payers (see How approved shifts become billable lines).
2. Go to Billing → Invoices and filter Payer by Plan manager.
3. Open each draft, check the lines and the Checks column, and select Approve. The invoice is numbered and its status becomes Ready.
4. To approve several at once, tick them in the list and select Approve.

Send to the plan manager

1. Open a Ready invoice and select Send to plan manager.
2. Check To (it is filled from the plan manager’s billing emails) and add a Message (optional).
3. Select Send with PDF. The PDF is attached, with the line CSV if your settings ask for it. The status becomes Sent.
4. To send many at once, tick Ready invoices in the list and select Send, or use Send next to Plan manager in the By funding source card.

Record the payment

1. When the plan manager pays, open the invoice and select Record payment, with Method Plan manager EFT.
2. If one remittance covers several invoices, use Record remittance on Billing → Payments and payers instead (see Recording payments and payment plans).

Tips

• Plan managers can’t be put on payment plans; follow up overdue plan manager invoices with Remind.
• The invoice records the participant’s NDIS number and the plan dates in the Participant card.

If something goes wrong

Send with PDF is greyed out.

To is empty and the plan manager has no billing email on file. Type an address or add one to the payer.

Checks failing: Fix the failing lines before sending.

A line breaks a blocking check (for example over the price limit). Use the fix buttons in the Checks column, edit the line, or remove it.

Approve it first.

Drafts can’t be sent. Select Approve first.