Generate invoices and NDIA claims

Generation turns selected charges into issued documents. Review the charges first because the generated document preserves the values and payment terms used at issue.

1. Open Finance›Billing and choose Ready to bill.
2. Filter the list as needed and tick the charges to include. The table-header checkbox selects visible charges. Generate becomes available when your selection is ready.
3. Select Generate. The app checks the selected charges again and opens Review billing.
4. Review the selected charge count, overall total and each row’s Participant, Funding, Charges and Total. Select Generate to create them, or Cancel to return without issuing them.
5. Wait for the generated-document confirmation. The review dialog closes and Billing stays open with its updated queues. Open Finance > Invoicing separately to inspect the issued documents.

How documents are grouped

Funding route	Output
NDIA-managed	A bulk claim document with a downloadable NDIS CSV.
Plan-managed	An invoice for the participant and invoice recipient.
Self-managed	An invoice for the participant and invoice recipient.

Plan-managed and self-managed charges are grouped by participant, funding route and recipient. A run can therefore create several documents even when all selected charges use the same funding route.

If generation cannot proceed

Review any error and return to Needs attention to inspect the affected charge. Checks include source approval, identity and invoice contacts, agreement and plan coverage, funding, budget, quantity, rate, GST and claim information. Missing organisation details appear in Complete billing setup. NDIA files also require a valid organisation ID and exportable claim values.

Fix the source record where appropriate, or deliberately review the unchanged charge through Confirm charge. See Review billing warnings. File-format checks still apply to an NDIA CSV. If the selected charges change after the preview, refresh the selection and review a new preview before generating.

The selected run is created together. A failed validation does not issue the other groups separately, and the generation dialog does not archive unwanted charges. Archive them individually in Billing before starting another run.

Review and download the output

Open the document in Invoicing. Details shows the issued lines and balances. Select Download invoice, Download credit note or Download claim file as appropriate. You can also use the row’s Download action. Downloading an NDIA file is a separate action after generation.

Upload the NDIA CSV through the NDIS claiming process. Large claim exports are split into files of up to 5,000 rows. Re-downloading uses the original claim references and issued amounts. If the app reports missing original claim evidence, retain the document and ask an invoicing administrator to review it.

Xero export

When Xero is connected and enabled, generation queues eligible non-NDIA invoices for export as drafts. Export continues in the background after the generation dialog closes; it does not require leaving Billing open. An export failure leaves the generated invoice available in Invoicing. Retry its Push to Xero action there. See Push invoices to Xero.

Before the first generation

You need Invoicing Add permission and an enabled invoicing workspace. Complete Account > Organisation identity information and Invoicing settings, including recipient payment instructions. Check each participant’s funding route, agreement coverage, selected supports, budget and invoice contact. Approve delivered work in Scheduling where required.

While Review billing is checking the selection, its counts and totals load and Generate is disabled. Wait for the real preview. Cancelling the preview leaves the charges unissued. After a successful generation, those charges leave the open queues and the documents keep their issued values. A retry after an uncertain result must use the same attempt; check Invoicing before starting another generation.

Read the preview before issuing

In a fictional example, Mavis has two selected self-managed charges of $30 and $10, while Elliot has one $25 charge. The preview should identify three charges, an overall $65 total and the participant/funding groups that will become separate documents. Check the group rows as well as the headline total: $65 alone would not reveal a charge assigned to the wrong participant or recipient.

Charges is the number of selected charge lines, not hours or invoice count. Total is the sum for that proposed document group. If a line or group is unexpected, select Cancel, correct your selection or source record, and open a fresh preview. Cancelling does not issue anything. After actual generation, compare the new document references and totals in Invoicing before downloading or sending them.