Communications · Automated emails

Automated emails

Navigator sends a number of emails automatically in response to things happening in the platform — a new customer onboarding, an invoice approved, a budget threshold reached. This catalogue lists every automated email, what triggers it, who receives it, and where each is covered in the rest of the knowledgebase.

13 emails Last updated April 2026

Automated vs template emails This page covers system-sent emails — Navigator generates and sends them automatically when specific events occur. If you're looking for manual templates your team can pick from when composing emails, see the Email template library.

Onboarding

Sent when participants or contacts are onboarded onto Navigator.

Welcome email — customer

Recipient NDIS participant Trigger After a customer completes onboarding registration

Welcomes the participant to Navigator, explains what they can do in the app, and provides login and download links.

Preview the email

SubjectWelcome to Kismet

Hi there,

[Organisation name] has started using Kismet to help manage your NDIS plan and budgets.

Using Kismet, you will be able to view all your NDIS plan information, budgets and see how you are tracking with spending:

Approve or reject invoices directly from the app
Get alerts when budgets are close to overspending
Connect directly with providers to utilise your plan

You can also use our personalised enquiry service to connect with new providers in your area that meet your specific needs.

To get started, simply download the Kismet app onto your mobile and login using your email. Alternatively, you can also use our online dashboard if you prefer.

Email: [participant email]

The contact details for [Organisation name] are:

Email: [organisation email]
Phone: [organisation phone]

Welcome email — contact / family

Recipient Family member / nominee / contact Trigger After a contact is onboarded

Welcomes a contact to Navigator and explains what they can do on behalf of the participant.

Preview the email

SubjectWelcome to Kismet

Hi there,

[Organisation name] has started using Kismet to help manage the NDIS plan and budgets for someone you care for.

Using Kismet, you will be able to view all the NDIS plan information, budgets and spending for those you care for through the Contacts tab. You can also use our personalised enquiry service to connect with new local providers that meet specific needs.

To get started, simply download the Kismet app onto your mobile and login using your email. Alternatively, you can also use our online dashboard if you prefer.

Email: [contact email]

The contact details for [Organisation name] are:

Email: [organisation email]
Phone: [organisation phone]

Registration invitation

Recipient New participant or contact being invited Trigger When a plan manager initiates onboarding

The first email a participant or contact receives when onboarding starts — the invitation to complete registration.

Preview the email

SubjectComplete your NDIS plan management registration

Hi [given name],

Thank you for registering with [Organisation name]. We're excited to help you get started with your NDIS plan management services.

[Organisation name] uses Kismet as their plan management software provider. The link below will take you to a Kismet form.

To complete your registration, please click the link below:

Complete registration

This link will take you directly to your intake form where you can provide your details and get started with your plan management services.

What happens next?

Complete the registration form
We'll set up your account
Someone from our team will contact you within 1 business day

If you have any questions, please don't hesitate to contact us.

Best regards,
[Organisation name]
Email: [organisation email]
Phone: [organisation phone]

Invoicing

Sent during the invoice approval and rejection flow.

Invoice approval request

Recipient Participant or nominated approver Trigger When an invoice needs approval

Sent to whoever is configured as the invoice approver — asks them to approve or reject.

Preview the email

SubjectInvoice for your review

Hi there,

We have received an invoice for [customer name] from [supplier name] which requires your review. You can respond to this email if you have any questions. The invoice details are as follows:

Invoice for	[customer name]
Issued by	[supplier name]
Invoice number	[invoice reference]
Invoice date	[invoice date]
Amount	$[invoice total]

To keep things moving, invoices are auto-approved after 2 business days.

Review & approve invoice

Invoice rejection notice

Recipient Provider / supplier whose invoice was rejected Trigger When a participant rejects an invoice

Notifies the provider that their invoice has been rejected, with the reason.

Preview the email

SubjectInvoice rejection notice

Hi [supplier name],

We're getting in touch to let you know that the client has chosen not to approve [invoice reference].

Reason: [rejection reason]

Next steps
If you'd like to discuss this further, it's best to check directly with the participant, their nominee, or their support coordinator. If the invoice was rejected by mistake, they can let us know directly, and we'll be able to process the claim for you straight away.

Need help?
If you have any questions, or would like us to take you through next steps, just reply to this email — we're happy to help.

Best regards,
[Organisation name]

Budgets

Sent when spending approaches a budget threshold or new funds are released.

Budget alert

Recipient Participant / contact Trigger When spending approaches a budget threshold (50% / 80% / 90%)

Alerts the participant (or contacts with funding access) that their budget is approaching a threshold.

Preview the email

SubjectBudget update: [budget name] — [customer name]

Hello,

[Conditional message based on spending rate]

Here is a summary for how [customer name]'s [budget name] budget is tracking:

Funds spent: [percentage spent]%
Time elapsed: [percentage time elapsed]%

This notification is sent as a precaution while you're still well within normal spending. This is not a cause for concern, but we wanted to keep you informed so you can monitor usage over the coming weeks.

You can also view further details at any time by logging in to your dashboard.

Kind regards,
[Organisation name]
Email: [organisation email]
Phone: [organisation phone]

Budget funding period alert

Recipient Participant / contact Trigger When spending approaches a funding period budget threshold on a plan with funding periods

The funding-period-specific version of the budget alert — fires for plans released in stages.

Preview the email

SubjectBudget update: [budget name] — [customer name]

Hello,

[Conditional message based on spending rate for current funding period]

Here is a summary for how [customer name]'s [budget name] budget is tracking for the current funding period:

Funds spent: [percentage spent]% of released funds
Time elapsed: [percentage time elapsed]% up to the end of the current funding period
Next funding release date: [next funding period start date]
Next funding release amount: $[next funding period amount]

You can also view further details at any time by logging in to your dashboard.

Kind regards,
[Organisation name]
Email: [organisation email]
Phone: [organisation phone]

Funds released

Recipient Participant / contact Trigger When a budget funding period is released

Notifies the participant and their contacts that the next funding period of funding is now available.

Preview the email

SubjectFunds released: [budget name] — [customer name]

Hi there,

This is an automated email to let you know that funds have been released for [customer name] under [budget name].

Here is a summary:

Amount released now: $[current funding period amount]
Next funding release date: [next funding period start date]
Next funding release amount: $[next funding period amount]
Total funds released so far: $[total released]

If you have any questions or need further information, please feel free to contact us using the details below.

You can also view further details at any time by logging in to your dashboard.

Kind regards,
[Organisation name]
Email: [organisation email]
Phone: [organisation phone]

Statements

Sent on a monthly cycle summarising plan activity.

Monthly statement

Recipient Participant / contact Trigger Monthly statement generation

The monthly plan summary — spending, budget remaining, activity for the period.

Preview the email

SubjectStatement for [month, year]

Hi there,

The activity statement for [customer name] from [Organisation name] for the period of [from date] to [to date] is now available.

The statement provides details of transactions that have occurred within this period and their impact on your funding. Please note that the transactions included within the statement were processed within this period, but may not reflect the dates that the services were actually delivered.

If you have any questions or would like more information about your statement, please get in touch with us using the details below.

Kind regards,
[Organisation name]
Email: [organisation email]
Phone: [organisation phone]

Payments

Sent when an invoice has been paid and the provider needs confirmation.

Remittance advice

Recipient Provider / supplier Trigger When a payment batch is processed

Confirms to the provider that their invoices have been paid, with a breakdown.

Preview the email

SubjectRemittance advice

Attached is the remittance advice for your account with [Organisation name]. You can respond to this email if you have any queries.

Reference	Customer name	Amount paid
[invoice reference]	[customer name]	$[amount paid]

Ingestion

Sent when an invoice arrives in Navigator and is processed automatically.

Invoice received — claimed provider

Recipient Provider who has claimed their Kismet profile Trigger When an invoice is received via automated ingestion

Confirms to a claimed provider that their invoice was received and is being processed.

Preview the email

SubjectInvoice received

Hi there,

Thanks for submitting your invoice.

This is confirmation that we've received [invoice reference].

You can access invoice progress in real time using the Kismet provider portal.

Go to provider dashboard

Need more help? Click here for step-by-step instructions.

Kind regards,
[Organisation name]

Invoice received — unclaimed provider

Recipient Provider who hasn't claimed their Kismet profile Trigger When an invoice is received from a new provider

Confirms receipt to a new supplier and invites them to claim their Kismet profile.

Preview the email

SubjectInvoice received

Hi there,

Thanks for submitting your invoice.

This is confirmation that we've received [invoice reference].

You can now access invoice progress in real time using the Kismet provider portal!

To get started, you'll need to claim your business profile first.

Set up your business profile

Need more help? Click here for step-by-step instructions.

Kind regards,
[Organisation name]

Invoice submission issues

Recipient Provider Trigger When automated invoice validation fails

Informs the provider that their invoice couldn't be processed automatically and explains what needs to change.

Preview the email

SubjectIssues with invoice submission

Hi there,

Thank you for sending the invoice. The following issue(s) has been found with [invoice reference]:

[specific error 1]
[specific error 2]

Please review and correct these issues, then resend your invoice. We've introduced an automated system to provide instant feedback and help speed up turnaround times for processing invoices. If you think there's been a mistake or have any questions, reply to this email.

Thank you for your understanding and cooperation.

Kind regards,
[Organisation name]