Invoices & claims · Article 1 of 6
Understanding invoices and claims
Invoices are at the centre of plan management work in Navigator. This article explains what an invoice is, the key information it holds, and how it moves through the system from arrival to payment.
What is an invoice?
An invoice in Navigator is a billing document from a supplier for services delivered to an NDIS participant. Your team reviews each invoice, checks the details are correct, and — once approved — submits it to the NDIS for funding.
Invoices and claims — what's the difference?
- An invoice is the document as it arrives and is being reviewed and approved by your team.
- A claim is what that invoice becomes once it's been submitted to the NDIS through PRODA. At that point Navigator marks it as a funding request and it becomes a formal claim against the participant's plan.
Key invoice fields
| Field | What it is |
|---|---|
| Reference | Invoice number assigned by the supplier (e.g. INV-0042). |
| Supplier | The service provider who issued the invoice. |
| Customer | The NDIS participant the services were provided to. |
| Issue date | When the supplier issued the invoice. |
| Due date | When payment is due. |
| Total amount | Full invoice amount including all line items. |
| Status | Current state in the workflow. See Invoice statuses. |
Invoice line items
Each invoice contains one or more line items. A line item is a single service charge and includes:
- NDIS support item code and name — the specific NDIS service (e.g. "01_011_0107_1_1 — Daily Activities")
- Quantity — units of service delivered
- Unit price — price per unit (must not exceed the NDIS price cap)
- Service delivery dates — the period the service was delivered
- GST code — whether GST applies
- Claim type — the type of NDIS claim
How invoices arrive
Most invoices arrive via email. A supplier emails their invoice as a PDF attachment to your Navigator inbox. Automation picks up the attachment, classifies it, and uses AI to extract the key data so your team can review quickly.
Invoices can also be created manually by your team when needed.
The invoice lifecycle
At a high level, an invoice moves through five stages: Received → Reviewed → Approved → Submitted → Paid. For the full status catalogue, see Invoice statuses.