Invoice capture
Pulls invoices from your inbox and provider uploads, reads the details and queues them by participant.
NDIS plan management software: invoices, budgets & claims
NDIS plan managers: invoices paid fast, budgets always clear. Check less, pay faster.
Provider invoices pile up in a shared inbox, every line gets checked against the price limits by hand and participants ring to ask what's left in Core. We build plan management systems that capture, check, claim and pay invoices fast. Budgets stay live for participants, nominees and support coordinators. Then we host the lot and look after it.
Looking for NDIS plan management software that keeps up with the invoice pile?
Plan management is a volume game with no room for error. Every invoice has to be opened, keyed in, matched to the right participant and plan, checked against the Pricing Arrangements and Price Limits, checked against the budget and the funding period, claimed through the portal, reconciled and paid. Then the provider wants a remittance and the participant wants to know what's left. Most teams do it across a shared inbox, a spreadsheet, the myplace portal, Xero and a lot of copy and paste.
Wollopit builds custom NDIS plan management software around how your team actually works. Invoices get captured from the inbox and queued. Lines are checked against current price limits and live budgets before anyone touches them. Claims go up in bulk, rejections come back flagged and payments go out in one bank file. Participants, nominees and coordinators see their own budgets in a portal instead of ringing you. We connect to the tools you already use and host and maintain it on our own servers.
01The problems
What we hear from NDIS plan managers
Does your NDIS plan management business have these problems? Here's how we'd fix them.
Most plan managers we talk to have great people doing far too much retyping. It holds together until a price guide update, a plan reassessment or a Monday with 400 invoices in the inbox.
- The problemInvoices buried in a shared inboxPDFs, photos of paper invoices and emails with no attachment all land in one inbox. Someone sorts them by hand every morning.How we fix itInvoice capture that pulls every email, reads the provider, participant, dates and lines and queues it for checking.
- The problemPrice limit checks by eyeStaff look up every support item number and rate against the current price limits. Mistakes slip through when it's busy.How we fix itEvery line checked against the current Pricing Arrangements and Price Limits, with over-limit and wrong-item lines flagged.
- The problemBudgets in spreadsheetsRemaining funds are worked out manually and nobody's quite sure the sheet matches the portal.How we fix itLive budgets per support category and funding period, updated the moment an invoice is approved.
- The problemParticipants ringing to ask what's leftThe phones run hot with 'how much Core have I got?' and 'did my physio get paid?'How we fix itA participant and nominee portal showing budgets, invoices and payments on their phone.
- The problemProviders chasing paymentProviders email and ring asking when they'll be paid. Staff dig through the bank and the portal to answer.How we fix itPayment status and remittance advice sent to providers automatically when they're paid.
- The problemRejected claims found too lateA claim bounces and nobody notices for a fortnight. The provider has already been paid or is still waiting.How we fix itClaim reconciliation that matches every NDIA response and flags rejections the same day with the reason.
- The problemDuplicate invoicesThe same invoice gets emailed twice or resubmitted with a new number. It's easy to pay twice.How we fix itDuplicate detection on provider, participant, dates and amounts before anything gets claimed.
- The problemFunding periods catch people outPlans released in funding periods mean money that looks available isn't yet. Overspends sneak up.How we fix itFunding period tracking with burn rate and early warnings before a participant runs short.
- The problemPlan changes and old-plan invoicesA new plan starts and invoices for the old plan dates keep arriving. Staff sort out which plan they belong to by hand.How we fix itInvoices matched to the right plan by service date, with expiring plans and late invoices flagged.
- The problemOnboarding by email chainNew participants mean service agreements, consent forms, plan uploads and bank details going back and forth for weeks.How we fix itOnline onboarding with e-signed agreements, plan upload and a checklist that shows what's missing.
- The problemMonthly statements take daysStatements are pulled together one participant at a time at the end of every month.How we fix itMonthly statements generated and sent for every participant in one go.
- The problemAudit time is a scrambleProving who checked what and why means hunting through emails and notes.How we fix itEvery check, approval, note and change logged against the invoice, ready for an audit.
02What we build
Solutions
What we build for NDIS plan managers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Price limit checks
Every line checked against current support items and rates, including travel, cancellations and non-face-to-face.
Budget tracking
Live budgets per category and funding period, with burn rate and overspend alerts.
Bulk claiming
Approved invoices batched into bulk payment request files for the NDIS portal.
Claim reconciliation
NDIA responses matched back to invoices, with rejections flagged and queued for fixing.
Provider payments
Approved and paid claims turned into one bank file, with remittances emailed to every provider.
Participant portal
Budgets, invoices, payments and statements for participants and nominees on any phone.
Coordinator access
Support coordinators see budgets for the participants they work with, with consent recorded.
Provider portal
Providers upload invoices, check status and update bank details without ringing you.
Participant approvals
Participants or nominees approve invoices by SMS or in the portal when they want to.
Onboarding & agreements
Service agreements, consents and plan uploads online, e-signed and tracked.
Monthly statements
Statements generated and sent for every participant at month end.
Team workload board
Who's processing what, queue sizes, ageing invoices and time to pay.
Accounting sync
Fees, payments and reconciliations flowing into Xero or MYOB.
A website that wins referrals
Fast, clear and accessible, with online sign-up for participants and an invoice upload for providers.
03The systems
The big ones
Your whole plan management business, on one system.
These are the systems plan managers ask us about most. Each one works on its own and they get properly useful once they're joined up.
Invoice processing
Provider invoices checked and paid fast.
Invoices are pulled from the inbox and provider uploads, read and queued against the right participant and plan. Every line is checked against current price limits, the budget and the funding period before it reaches a person. Your team only handles the ones that need a human.
- Inbox and provider upload capture
- Reads provider, ABN, dates and lines
- Matched to participant and plan
- Support item and rate checks
- Over-limit and wrong-item flags
- Duplicate invoice detection
- Budget and funding period checks
- Exceptions queue for your team
- Participant approval when required
- Notes and history on every invoice
Claims & reconciliation
Claim in bulk. Know about rejections the same day.
Approved invoices go up as bulk payment requests instead of one at a time. Responses are matched back to every invoice so rejections show up straight away with the reason, ready to fix and resubmit.
- Bulk payment request files
- Claims batched by day or run
- Responses matched to invoices
- Rejections flagged with reasons
- Fix and resubmit queue
- Paid claims ready for payment run
- Partial payment handling
- Claim history per participant
- Ageing claims report
- Audit trail on every claim
Budgets & funding periods
Every budget live. No more spreadsheet maths.
Budgets update the moment an invoice is approved, broken down by support category and funding period. Burn rate shows who's on track to run short so you can warn them early instead of after the money's gone.
- Budgets per support category
- Funding period tracking
- Committed vs paid vs remaining
- Burn rate and run-out dates
- Overspend early warnings
- Plan start, end and review dates
- Old plan and new plan handling
- Stated supports noted
- Coordinator budget reports
- Plan review summaries
Participant portal
Participants check their own budget. The phone goes quiet.
Participants, nominees and support coordinators log in to see budgets, invoices, payments and statements. They can approve invoices, upload receipts for reimbursement and message your team without a phone call.
- Works on any phone
- Budgets in plain English
- Invoices and payment status
- Approve invoices in one tap
- Reimbursement receipt uploads
- Monthly statements to download
- Nominee and coordinator logins
- Consent controls for who sees what
- Messages to your team
- Accessible design and large text
Provider payments & updates
Providers paid in one run and told without asking.
Paid claims roll into a single bank file and every provider gets a remittance the moment the money goes out. Providers have their own portal to upload invoices, check status and keep bank details current.
- One bank file per payment run
- Remittances emailed automatically
- Provider portal for uploads
- Invoice status without a phone call
- Bank detail changes verified
- ABN and GST checks
- Registered and unregistered providers
- Payment run approvals
- Provider directory and notes
- Time to pay reporting
04How it changes
Before and after
A Monday invoice pile, wolloped.
Here's how one invoice could change. Every plan management business is different, so we map yours first.
Before
- Invoice sits unread in the shared inbox until Tuesday
- Keyed in by hand and matched to the participant
- Rate looked up against the price limits PDF
- Budget checked in a spreadsheet that might be wrong
- Claimed one at a time in the portal
- Provider rings to ask when they'll be paid
After
- Invoice captured and queued within minutes
- Participant, plan and lines matched automatically
- Every line checked against current price limits
- Live budget and funding period checked before approval
- Claimed in the afternoon bulk batch
- Remittance goes to the provider the moment it's paid
05Services
Everything under one roof
Software, websites and systems for NDIS plan managers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for NDIS plan managers
Built around how your NDIS plan management business actually runs: invoice capture, price limit checks and the admin in between, in one system you own.
Websites for NDIS plan managers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
NDIS plan management business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for NDIS plan managers
Budget tracking and bulk claiming: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect NDIS myplace provider portal, PRODA and Xero so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your NDIS plan management business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside plan management platforms you're happy with or replace the ones holding you back.
- NDIS myplace provider portal
- PRODA
- Xero
- MYOB
- Lumary
- Brevity
- SupportAbility
- Salesforce
- Microsoft 365
- Google Workspace
- Dext
- DocuSign
- Twilio SMS
- Aircall
- HubSpot
- Stripe
- Google Business Profile
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your NDIS plan management business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your invoice processors, client team and finance to see where invoices slow down and why the phones ring.
- 02
Archi-tech
We plan it before writing code: invoice capture, price checks, budgets, claims, payments, portals, access, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually invoice processing first, so the Monday pile shrinks fast.
- 04
Look after
We host it, maintain it and update it when NDIS pricing or rules change. When something breaks you call the people who built it.
08Questions
FAQ
Things NDIS plan managers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it keep up with NDIS pricing changes?
Yes. We update the support catalogue and price limits when they change, including the 1 July update. Line checks always use the limits that applied on the service date.
What about PACE and funding periods?
We build budgets around how plans are actually released now, with funding periods, categories and stated supports tracked. When the rules shift we update the system so your team isn't working around it.
Can it catch duplicate invoices?
Yes. Every invoice is checked against what's already been processed for that provider and participant, by dates, amounts and lines, before it gets near a claim.
Can participants and coordinators see their budgets?
Yes. Participants, nominees and support coordinators get their own logins with consent controls, so each person only sees what they're allowed to.
We already use Lumary or Brevity. Do we have to switch?
No. If your platform is doing its job we build around it: invoice capture, checks, portals or reporting on top. If it's holding you back we'll show you what replacing it would involve before anything changes.
Is participant data kept secure?
Yes. Access is locked down by role, every action is logged and we host and maintain it on our own managed servers with regular updates and backups.
How much does a plan management system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
We plan it in stages. Invoice capture and checking usually comes first so you get a win early instead of waiting for the whole system.
Who looks after it once it's built?
We do. We host it, keep it updated and secure and make changes when the NDIS does. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most NDIS plan managers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a NDIS plan management business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.