Payments overview

Payments is where you follow the money after an invoice batch is generated. It tracks what has been invoiced, what has been settled, and what is still outstanding, and it is where you record a payment or reconcile an NDIA bulk claim. It is not a card-capture screen: it works with money received against your NDIS invoices, not card details. You will find it under Finance›Payments.

The two summary cards

The cards at the top give you the picture at a glance:

• Outstanding is the total still owed across all open invoice batches. Void batches are excluded. When an amount is past its payment terms, a red line appears below the figure showing how much is overdue and on how many invoices.
• Settled is the total of every batch that has been discharged, whether by cash payment or by an NDIA recovery (a debt the NDIA netted from a remittance instead of paying it, recorded from the claim results or a manual recovery entry). When any of that total came from a recovery rather than cash, a line below the figure splits it out, for example “$1,200.00 cash · $340.00 recovered”.

A batch’s own Paid status works the same way: it flips once its outstanding balance reaches zero, whichever combination of cash payments and NDIA recoveries got it there. There is no separate “recovered” status, a fully recovered batch shows exactly the same Paid badge as a fully cash-paid one.

Invoice batches

The Invoice batches table lists each generated batch that is ready for payment follow-up. If your organisation is connected to Xero, a Sync Xero payments button sits in the panel’s header, on the same line as the “Invoice batches” title; see Push invoices to Xero. The filter row underneath applies instantly:

• Status: All, Draft, Finalised, Paid or Void.
• Type: All, NDIA, Plan managed or Self managed. This is the funding route the batch took.
• From date and To date: narrow the list by the date each batch was created.
• Search: matches on the batch’s own text, such as its invoice number.

The count at the top right (for example 3 batches) updates to match the filters. The table itself shows up to 500 batches; if your workspace has more, narrow the filters to find an older one.

The columns

Column	What it shows
Invoice	The batch’s invoice number.
Status	Paid, Finalised, Draft or Void. Once NDIA claim results are imported, the accepted, partial and rejected counts appear below the badge.
Type	Plan managed, NDIA or Self managed.
Created	The date the batch was generated.
Total	The full invoiced amount.
Paid	How much has been received against the batch.
Outstanding	How much is still owed, or Overpaid $X.XX in red if payments recorded against the batch add up to more than its total (for example a duplicate remittance).
Due	The due date, or plain red text reading Overdue Nd (no badge) with the number of days when it is past the payment terms, or a dash when no terms are set.
Action	The row’s action icons (below).

The row actions

The Action column holds up to four icon buttons. They are all disabled once a batch is void.

Icon	Action	When it appears
Banknote, then paperclip	Record payment, then Payment evidence	Every batch. While money is still owed it is a banknote and opens the drawer ready to record a payment; once the batch is settled it becomes a paperclip and the drawer only accepts evidence. On an NDIA batch this same drawer is where you import the claim results. See Record a payment.
Download	Download	Every batch. Downloads the batch file.
Cloud upload	Push to Xero	Plan-managed and self-managed batches only, once your organisation is connected to Xero. Disabled once the batch has already been pushed. NDIA batches never show it, because an NDIA claim is lodged through the NDIS portal rather than invoiced. Only the account owner or an admin can actually push or sync, even though the icon is visible to anyone who can open Payments. See Push invoices to Xero.
Ban	Void batch	Every batch. Returns its rows to Billing. Blocked once the batch has payments or imported claim results.

Payment history

Below the batches, Payment history lists every payment recorded against a batch, newest first. Each row shows its Date, the Invoice it was recorded against (or “Not linked”), the Amount, an optional Reference, and any Notes. A recovery entry carries a small recovery tag next to its amount. A payment synced automatically from Xero shows Xero as its Reference, and its Notes carry the Xero invoice number(s) as links that open the invoice in Xero in a new tab. The list shows the 200 most recent payments across the workspace; older ones drop off the display but are still counted correctly in every batch’s own Paid and Outstanding figures.