From completed shift to paid NDIS claim

An overview of the whole NDIA-managed claiming cycle in CompanionAxis: approved shift, invoice, bulk claim batch, upload in the my NDIS provider portal, results and reconciliation.

Before you begin

• The Finance role (it holds every claims permission).
• Participants are recorded as NDIA-managed with a valid NDIS number.
• Your legal entity has its ABN and NDIS registration number (see Invoice templates, GST and your ABN details).

1. Approve the time and create invoices

1. Approve timesheets in Time → Approve timesheets.
2. Go to Billing → Invoices, select Generate from shifts, tick NDIA under Payers and build the preview (see How approved shifts become billable lines).
3. Select Create invoices, then approve the NDIA invoices. Approved NDIA invoice lines become lines ready to claim.

2. Build and check the bulk claim

1. Go to Billing → Bulk claims and select New bulk claim.
2. On Select lines, keep the lines you want and select Run pre-submission checks.
3. On Validate, fix or hold back failing lines (see Validating claim lines before you build the file).
4. Select Create batch and generate the file.

3. Upload and record it

1. On Generate file, download the bulk payment request file.
2. Upload it in the my NDIS provider portal through PRODA (see Uploading the file in the my NDIS provider portal through PRODA).
3. Back in CompanionAxis, select Mark uploaded and enter the portal reference. The batch moves to Uploaded.

4. Import results and reconcile

1. When the portal has processed the file, download its results and use Import claim results on the batch (see Importing the remittance and matching payments).
2. Select Reconcile to apply the NDIA payments to the matching invoices.
3. Rejected lines go to Billing → Rejected lines to fix and claim again.

Tips

• The Batch pipeline on Billing → Bulk claims shows every batch by stage: Draft, Validated, Uploaded, Results imported, Reconciled.
• The page header’s KPIs show First-pass acceptance, Value pending, Days shift to cash and Rejected lines to rework when claims reconciliation is on.

If something goes wrong

Nothing to claim on New bulk claim.

Only approved invoices for NDIA-managed participants appear. Check the invoices are approved and the participant’s management type.

Not NDIA-managed: only NDIA-managed invoices go into bulk claims.

Plan-managed and self-managed invoices are sent to the plan manager or participant from Billing → Invoices.

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. From completed shift to paid NDIS claim →