Accounts & finances · Article 3 of 4
Payment extracts
A payment extract is a batch of approved invoices prepared together for bank payment processing. Instead of processing payments one by one, Navigator groups invoices into an extract so your team can send a single payment file to your bank.
What extracts are used for
When an invoice has been approved and the NDIS has released the funds, your organisation needs to pay the supplier. Extracts let you do this in bulk — rather than processing each invoice individually.
Extract types
| Type | What it is | When used |
|---|---|---|
| Bank transfer | ABA file — standard Australian bank file for direct credit payments. | For suppliers set up for direct bank transfer. Only suppliers with extract payments enabled are included. |
| BPAY | A file for BPAY payments. | For suppliers who accept BPAY and have BPAY details configured. |
Which suppliers are included in a bank transfer extract
Not every supplier is automatically included. A supplier must have extract payments enabled on their profile. If not appearing, check this setting.
Suppliers also need valid bank details (BSB, account name, account number). Missing bank details = not included.
Creating an extract
- Navigate to Extracts in Navigator.
- Click New extract.
- Select extract type — bank transfer or BPAY.
- Navigator populates with all eligible approved invoices ready for payment.
- Review the invoices. You can remove any that shouldn't be in this batch.
- Confirm and generate.
The ABA file
For bank transfer extracts, Navigator produces an ABA file — a standardised format most Australian banks accept for bulk direct credit payments.
- Download the ABA file from the extract in Navigator
- Upload to your bank's online banking portal (process varies by bank)
- Your bank processes payments, crediting each supplier
Completing an extract
After your bank has processed the payments, mark the extract complete in Navigator. This updates invoice statuses to Paid and records the payment date.
- Open the extract.
- Click Complete extract.
- Confirm.
Invoices are marked paid and remittance advice emails are sent to suppliers (if configured).
See the email: Remittance advice.
Finding past extracts
All extracts are saved. Each shows the date created, type, total amount, number of invoices, and whether it's been completed. Open any past extract to see individual invoices.
If an invoice is missing from an extract
Check:
- Invoice status — must be at NDIS Claim Paid
- Supplier extract payments setting — must be enabled
- Supplier bank details — must have valid BSB, account name, account number
- Supplier block — if there's a pending bank details verification task, invoices are blocked until completed