Invoices & claims · Article 5 of 6
Managing the invoice lifecycle
Once an invoice is approved, it moves through a series of steps toward NDIS submission and payment. This article covers everything from approval onwards — extracts, NDIS claim outcomes, payment recording, refunds, and utility actions.
After approval — what happens next
An approved invoice waits to be included in a payment extract — a batch of invoices prepared for submission or payment. Navigator creates extracts manually; your team or administrator initiates the process when ready.
What is an extract?
A payment extract is a batch of approved invoices grouped for processing. Two types:
- Bank transfer extract — generates an ABA file for bank submission. Only suppliers with Include in payment extract turned on are included.
- BPAY extract — groups invoices to be paid via BPAY.
See Payment extracts for detail.
NDIS claim stages
| Status | What it means | What to do |
|---|---|---|
| NDIS Claim Submitted | Submitted to NDIS. Awaiting processing. | Wait. |
| NDIS Claim Disputed | NDIS flagged items (e.g. above price cap). | Reverse, correct, resubmit. |
| NDIS Claim Rejected | NDIS rejected the claim. A task with error details is usually created. | Review error; reverse to allow resubmission. |
| NDIS Claim Paid | NDIS approved; payment incoming. | Record payment when received. |
Reversing a rejected or disputed claim
- Open the invoice.
- Use Reverse claim from the actions menu.
- Invoice returns to Approved.
- Correct the issue then include in a new extract for resubmission.
Recording payment
- Open the invoice.
- Use Mark as paid.
- Status changes to Paid.
- Remittance advice is sent to the supplier automatically.
Handling refunds
- Open the invoice.
- Use Request refund — status becomes Refund requested.
- Once processed, use Mark as refunded — status becomes Refunded.
Both statuses can be reversed if needed.
Cloning an invoice
The Clone action creates a new task with the same invoice details. Use when a supplier resubmits a corrected version of a rejected invoice and you want to pre-fill the new task.
Splitting an invoice
If an invoice has line items that need to be processed separately — for example, items for different customers — the Split action divides the invoice into individual invoices, one per line item. Useful when a supplier incorrectly combines multiple participants' charges.