Why does it take so long to pay invoices?
What is the process like for processing invoices?
Receive an invoice – save invoice in file – create Excel sheet – put company name, total amount, date of invoice, date of process, registration number, start date of services, end date, quantity, unit price, GST free (or not), authorised by who, ABN number for company who sent invoice.
How long does it take to complete and Excel sheet like this?
Depends on the person – but shouldn’t take longer than 5 minutes.
Is the Excel sheet available online?
Half of it is a bulk payment – which is available. This is uploaded to Proda which is processed immediately.
What happens next?
We use Xero (accounting software) to put a new bill – can be paid there to pay a batch payment. Xero also ensures there are no duplicate invoices.
After it gets put into Xero?
Copy Excel Sheet to another Excel sheet which is uploaded to Proda – Proda will confirm whether it is successful or not. If you get an error you can download an Excel sheet to find any mistakes so that you can go back and fix any issues to reupload.
After 5 minutes you can check all the invoices whether they have been paid or not. That way you know whether you can receive an invoice the next day or not.
If there are no errors – then it gets processed through the NDIS portal – Go to payment requests and upload bulk payments. Usually it will take 1 day if no invoices were rejected or if there are any mistakes. However if the payment is processed after 5pm you will have a 2 day lag as the NDIS is only open from 8am-5pm weekdays.
So if an invoice is processed after Friday 5pm. It won’t be processed until Tuesday as on Monday it will take a a full day and NDIS isn’t open weekends.
Why does it take so long for invoices to be paid sometimes?
Sometimes the date of invoice isn’t there, Date of invoice before end date of services, no invoice number, same invoice number from same company, no ABN number, item number in that category is exhausted i.e. there is no funding left, the price is wrong.
How can providers get their invoices paid ASAP?
Include ABN number, date of invoice, date of services, number of company, account number of invoice, BSB, item numbers, description from NDIS price guide, date of invoice etc.
Check total is correct. If everything is correct it will take a maximum of 3 days. To reduce any delays make sure invoices are up to scratch.
For new suppliers it may take a bit longer to input new suppliers. However after the first invoice is done, everything else will go smoothly.
After the payment comes to our account. We check if it is the correct amount, add all the invoices processed in Excel sheet, receive the total and compare it to the amount received. We check it in Proda – go to payment requests, view payment requests, search for bulk payments by name or duration – if something is rejected it will tell you why. If everything is paid – we go to Xero batch payments, correct batch payments then send a remittance to let suppliers know it has been paid.
Where do you find the price guide?
Simply Google “NDIS Price Guide” or visit NDIS Price Guide