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Generate invoice batches
Turn your ready rows into invoice batches and an NDIS claim CSV.
Last updated · 3 July 2026
Generating is the core billing action. It takes every Ready to bill row, splits it by funding type, and creates the right output for each: an NDIS claim file for NDIA rows, and PDF invoices for plan-managed and self-managed rows. The rows then move to Invoiced.
Check the ready rows
Go to Finance ›Billing . The summary above the Ready to bill table counts the rows and totals, and tells you how Generate will split them into NDIA, plan-managed and self-managed batches. Clear anything still in Needs reconfirmation first: those rows are never picked up by Generate, no matter how long they sit there.
1 2 Select Generate
Select Generate at the top right. If nothing is ready, you see “There are no ready charge rows to generate.” and nothing else happens; resolve your Needs reconfirmation rows first.
Otherwise the platform checks every ready row one more time before it commits to anything:
- A whole batch type can fail on its own. If your provider invoicing setup is incomplete (see below) or, for an NDIA batch, your NDIS registration number is missing, that entire batch type is skipped with an error toast explaining what to fix, plus a warning: “Skipping [batch type] until the issues above are fixed. The remaining batch types can still be generated.” The other batch types still open for confirmation.
- A single row can fail on its own without stopping its batch or anyone else’s. Typical causes: a claim over the 2-year NDIS payment-request limit; an NDIA row missing a field the claim file needs (participant NDIS number, dates, quantity, GST code); or a plan-managed or self-managed row missing its invoice recipient name or email, support code, or a valid quantity, price or GST code. These rows are called out individually in the confirm dialog rather than blocking everyone else.
- Older NDIA claims get a heads-up, not a block. If any NDIA-managed row was delivered more than 90 days ago, or any row (NDIA or not) more than 12 months ago, you see a warning toast first: “N claim(s) may be queried or held for review by the NDIA due to their age. …” Generation still proceeds; the NDIA may query or hold these for review (up to 28 days) once submitted.
Confirm the batch
A confirm dialog opens, titled Generate invoice batch? (or Generate invoice batches? when more than one funding type is involved), with the total row count and value underneath. It lists each batch with its row count and total, and notes “This will create the following batch(es), mark the included charge rows as invoiced, and make it/them available in Payments.” If an NDIA batch is included, it adds “The NDIS CSV will download after the NDIA batch is generated.”
If any rows failed the checks in the previous step, a panel reads “N row(s) can’t be billed,” with “Exclude these to generate the rest of the batch. Excluded rows stay in the register untouched, so you can fix and bill them later.” Every one of those rows is listed by participant and support with its reason, each with a checkbox that starts ticked (excluded). Yes stays disabled, with the message “Exclude every blocked row (or cancel and fix it) before generating,” until every listed row is ticked. You cannot force a blocked row through from here; untick nothing, leave them all excluded, and select Yes to generate everything else. To fix a row instead, select Cancel, open it from the register, and correct it before generating again.
Select Yes to go ahead, or Cancel to step back without creating anything.
Collect the outputs
Each funding type produces its own batch:
| Bucket | Output |
|---|---|
| NDIA | NDIS claim rows, exported as a bulk claim CSV |
| Plan | Plan-managed PDF invoices |
| Self | Self-managed PDF invoices |
Mixed-funding rows are batched with the plan-managed invoices. When an NDIA batch is generated, the NDIS bulk claim CSV downloads automatically, ready to upload to the NDIA portal; a batch over 5,000 rows (the NDIA’s per-file cap) downloads as several sequentially numbered CSV files instead of one. You see “Invoice batch generated.” (with a count when more than one batch is created), the rows move to Invoices, and the batches appear on Payments.
If every row across every batch ends up excluded, nothing is generated and you see “Every row in this run is excluded, so there is nothing to generate.”
Before your first batch: provider setup
Plan-managed and self-managed batches need your provider invoicing details, and an NDIA batch also needs your NDIS registration number. These live in two places:
- Account ›Billing : Default GST code, Registered for GST, bank details (account name, BSB, account number), remittance email, payment terms. See Invoicing settings.
- Account ›Organisation : your ABN and NDIS registration number. See Organisation settings.
If anything is missing or wrong, Generate skips that batch type before creating it and tells you what to fix, for example:
- “Provider invoicing setup incomplete: …” (a required field is blank, for example the default GST code, ABN, or bank account name)
- “Provider invoicing setup invalid: …” (for example the ABN needs 11 digits, or the BSB needs 6)
- “Provider NDIS registration / organisation ID is required for the NDIS CSV.” (needed for the NDIA batch only)
Tip
After generating, head to Payments to record money received and, for an NDIA batch, to upload the claim results once the NDIA returns them.
GST on your invoices
Every charge row carries a GST code, chosen when the row is created (see Add a manual charge for manual rows). It controls how the row appears on the plan-managed or self-managed PDF invoice:
- P1 - 10% GST. The rate you enter or agree is already GST-inclusive; the platform never adds GST on top. The invoice carves the GST out of the line for display (the line amount divided by 11), and the totals section shows “Subtotal (excl. GST)” and “GST” underneath.
- P2 - GST Free. The default for NDIS supports. The line shows “GST-free” instead of a dollar figure, and if every line on an invoice is GST-free the totals section reads “GST (GST-free supplies)” against $0.00, rather than a bare zero.
- P5 - GST out of scope. No GST applies at all; the line shows a dash.
The NDIS price limit for a support is a GST-inclusive ceiling, so your entered rate is compared to it directly for both P1 and P2, with no 10% added first.
Separately, whether the PDF is headed TAX INVOICE or INVOICE depends on your Registered for GST setting under Account ›Billing , not on the GST code of any one line. A GST-registered provider still issues a Tax Invoice even when every line on it is GST-free (P2); an unregistered provider’s PDF says INVOICE and adds a “Not registered for GST” line underneath the heading. This changes only the invoice’s title and that one line, never any amount.