Invoices & claims · Article 2 of 6
Invoice statuses explained
Every invoice in Navigator has a status that reflects where it is in the workflow. This article explains what each status means, what your team needs to do, and what comes next.
Status reference
| Status | What it means | What to do |
|---|---|---|
| Approval not sent | Ready for approval but no approval request has been sent yet. | Send the approval request, or approve directly if permitted. |
| Pending approval | An approval request has been sent; waiting for a response. | Wait. Resend or approve manually if taking too long. |
| Rejected | The customer or contact rejected the invoice. | Review the rejection reason; contact supplier for a corrected invoice. |
| Approved | Approved and ready for NDIS submission. | Invoice will be picked up for the next payment extract. |
| Review required | Flagged by automation for manual review. | Review; mark complete to allow processing to continue. |
| Canceled | Cancelled and will not be processed. | No action. Can be reversed if cancelled in error. |
| Paused | Processing temporarily paused. | Unpause when ready to continue. |
| NDIS Claim Submitted | Submitted to NDIS via PRODA. | Wait for NDIS processing. |
| NDIS Claim Disputed | NDIS flagged issues (e.g. items over price cap). | Reverse claim to correct and resubmit. |
| NDIS Claim Rejected | NDIS rejected the claim entirely. | Review reason; reverse to correct and resubmit. |
| NDIS Claim Paid | NDIS approved; payment incoming. | Mark as paid when received. |
| Paid | Payment recorded. Remittance advice sent to supplier. | No further action. |
| Refund requested | Refund initiated. | Complete refund as required. |
| Refunded | Refunded in full. | No further action. Reversible if in error. |
Reversing a status
Some statuses can be reversed to allow reprocessing:
- NDIS Claim Rejected or disputed — can be reversed back to Approved, letting you correct and resubmit
- Canceled — can be reversed back to its previous state
- Refunded or refund requested — can be reversed back to Paid
Reversals are available via the actions menu on the invoice. The option only appears when the invoice is in a reversible state.
For the accounts team: see Payment status flow for a deep dive on how invoices move from NDIS Claim Paid through Paid, including partial payments, refunds, and failed-payment recovery.
Auto-approval
If no one is configured to approve invoices for a customer, Navigator auto-approves without sending an approval request. If an approver is configured, a delay-based auto-approval applies instead — after a set number of business hours (Melbourne time), the invoice auto-approves if the approver hasn't responded. See Reviewing & approving for detail.