Before you start this process you need your organisation's NDIS registration number updated on the settings page under the menu Account > Settings.

Another prerequisite is to have the client's NDIS number on the client detail page as you will not be able to lodge a claim without this number. Please refer to Add a client article

Finally, ensure NDIA rates with correctly coded. You may need to read the article Adding Price Books and Prices to know more about this section. It is vital to add NDIA codes against the appropriate rates.

Once you have created the invoices, go to the Invoices menu and select List from the left-hand navigation. Enter the selected date range for the invoices you wish to claim.

After confirming the date period, at the bottom of the page, click on the cloud icon with the down arrow icon. Select NDIA and the file will be downloaded.

Once you have clicked on the download icon and selected the NDIA option an alert will be displayed to let confirm the process has begun.

📖 When I request a download from ShiftCare, where is the notification sent?

⚠ An organization may have a mix of clients, Plan managed or Self managed, where the invoice must be forwarded to the intermediary (bookkeeper) or the client is responsible for their own finances. If you have a client that is Plan or Self-managed, you can do the following steps before performing NDIA bulk claim export:

  1. Remove their NDIA number from the NDIA number field and put it in the Reference number field as a Private Note for the client if they need invoices delivered to Plan Managers but should not be included in the bulk claim export.

    (The system determines which invoices should be included in the Bulk claim export using the Client's NDIA number field, if the field is blank, the invoice is not included).

  2. If most of their invoices go to the Plan manager contact then you can create additional contact and choose this contact as Billing Contact. This will ensure that during the invoice generation phase billing contact is automatically set, which can be updated if required.

NDIA Export Complete Notification

Once an export is complete you'll see a notification appear under the flag icon at the top of the screen.

You will also receive an email notification with a link to the file to download.

When downloaded, the NDIA file will look like the file below.

NDIS Portal

Next, log in to your NDIS Portal. Select from the Payment Requests page and click on "Bulk Payment Request Upload"

Choose the file(s) you wish to upload by selecting Browse and selecting the file that you downloaded above. Select Upload. Once you have uploaded the template, a successful upload message will appear. If the file template is in the incorrect format, an error message will appear and you will be directed to a CSV file that outlines which line items are incorrect.

NDIA Individual Payment Request (Claim)

In order to do an "Individual Payment Request", generate an invoice of the client as shown above. Login to your NDIS Portal. Go to the Payment Requests page and select Create Payment Request.

It will prompt you to put client-related information eg the client’s NDIS Reference Number. etc. When you reach the below page you need to fill required fields i.e Support Start Date, Support End Date, Support Category, Item Number, Item Quantity and Invoice Number. This invoice number is specific to the Providers invoicing process and is not generated by NDIA. This is the ShiftCare invoice number. Click on the "Next" button located at the bottom right of the page.

If the payment request details are correct, select Submit otherwise click on Back and amend your details. You will receive a confirmation once your Payment Request has been submitted. If the Payment Request does not pass validation, an error message will appear.

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