Invoices & claims · Article 3 of 6

Reviewing and approving invoices

Before an invoice can be submitted to the NDIS, it needs to be reviewed by your team and approved by the participant or their contact. This article covers how to open, review, and action invoices.

5 min read Last updated April 2026

Finding invoices to review

Invoice tasks appear in the Task queue when ready for action. You can also open the Invoices section to view and filter all invoices.

Filters available: Status, Customer, Supplier, Creator, text search (by reference, customer or supplier name, NDIS number, ABN, support item code, PRODA reference).

Reviewing an invoice

When you open an invoice, check:

Correct customer — is the invoice for the right participant?
Correct supplier
Invoice reference matches the document
Line items — codes, quantities, unit prices, service dates
Unit prices within NDIS price caps for the participant's service region
Total amount adds up
Service dates fall within the current plan period

If any details are wrong, edit the invoice before sending for approval.

Sending an approval request

Open the invoice.
Click Send for approval.
Navigator sends the request via the approver's configured channel (email, SMS, or app).
Status changes to Pending approval.

Approval requests are sent once — not automatically resent. You can resend manually.

See the email: Invoice approval request.

Approving by text: see SMS approvals for the message content, how the approver replies, and how Navigator processes the response.

Setting up who approves and how: see Invoice approval setup for the customer- and contact-level options that drive who actually receives this request and what channel they get it on.

Approving yourself

In some cases your team can approve directly (for example, where approval has been pre-authorised). The ability depends on your permissions. Use Approve on the invoice.

Rejecting an invoice

Open the invoice.
Click Reject.
Enter a reason (optional but recommended).
Confirm.

What happens: status changes to Rejected, a rejection email goes to the supplier with the reason, a note is recorded, and the supplier can resubmit a corrected invoice.

See the email: Invoice rejection notice.

Auto-approval

If no one is configured as an approver for a customer, Navigator auto-approves without sending a request. Otherwise, a delay-based auto-approval applies:

A timer starts when the approval request is sent
After a set number of business hours (weekends add extra time, Melbourne time), the invoice is auto-approved if no response

The delay can be adjusted per customer, or the account default changed in Settings.