Suppliers · Article 3 of 4
Supplier invoices
How invoice submissions work from the supplier's side — how their invoices arrive in Navigator, how they're matched to the right supplier record, and what happens when an invoice is rejected or paid.
How invoices arrive from suppliers
Most invoices arrive via email — the supplier sends a PDF attachment to your organisation's Navigator inbox. Navigator's automation:
- Picks up the email and identifies any attached files
- Classifies each attachment as invoice, quote, receipt, or service agreement
- Creates a task for your team to review
- Runs AI extraction to pull key invoice data
How Navigator matches invoices to suppliers
- ABN matching — the ABN on the invoice is matched to a supplier record
- Email matching — the sender's email address is matched to a supplier's email field
If the supplier isn't yet set up, they'll need to be created and their bank details verified before their invoices can be processed.
Unregistered suppliers
Unregistered NDIS providers can submit invoices too — they're handled the same way, just without an NDIS registration number. Some NDIS support items are only claimable from registered providers; your team should check support item requirements when processing invoices from unregistered suppliers.
What happens when an invoice is rejected
If an invoice is rejected (by your team or by the NDIS), Navigator sends a rejection email to the supplier explaining why. The supplier can correct and resubmit.
Whether automatic rejection emails are sent is controlled by the Disable invoice auto-reply setting on the supplier's profile.
What happens when an invoice is paid
Once an invoice is marked as paid in Navigator, a remittance advice is sent to the supplier's email address on file, confirming the payment.