NDIS invoicing is a high-stakes administrative task. Every line on an NDIS invoice must reference a valid support item code, with the correct unit price, the correct claiming period, and the correct participant details. Errors result in rejected claims, delayed payments, and potential compliance action. For providers running dozens or hundreds of shifts per week, doing this manually is not viable. CareIQ automates the entire process — from completed shift to ready-to-submit invoice — in a workflow that takes minutes, not hours.
CareIQ stores each participant's NDIS number, plan start and end dates, and plan budget directly on their client profile. When it is time to generate invoices, a manager navigates to the payroll module, selects the participant and the claiming period, and initiates invoice generation. The system scans all completed shifts for that participant in the period and automatically maps each shift to the appropriate NDIS support item code based on the shift type, time of day, and support category. The result is a draft invoice with every line pre-populated. The manager reviews the draft, makes any necessary adjustments, and approves it. Approved invoices can be exported as a Bulk Payment Request (BPR) CSV formatted for direct upload to PRODA.
CareIQ maintains a database of NDIS Support Catalogue items with item codes and current rates. When the NDIS updates the Support Catalogue, the platform is updated accordingly, ensuring that invoices are always generated at the correct current rate. Providers can also configure which support items are used for each shift type in their organisation, creating a mapping that reflects their specific service model.
For each participant with a configured plan budget, the platform shows the total plan amount, the amount invoiced to date, and the remaining balance — making it straightforward to identify participants whose plans are approaching exhaustion. The reporting dashboard includes an NDIS budgets view that aggregates this information across all participants, giving finance managers a portfolio-level view of plan utilisation and projected revenue for the remainder of each participant's plan year.
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