Invoices & Billing
Plannor auto-generates invoices from completed shifts, applying the correct NDIS price guide rates. You review, approve, and send — the system handles the calculations.
Invoice Types by Funding Model
| Funding Type | Who receives the invoice | How you get paid |
|---|---|---|
| Agency Managed | No invoice sent — you submit a claim file to PRODA | NDIA pays directly to your bank account within 3 days |
| Plan Managed | Plan manager (e.g. Maple Plan Management) | Plan manager pays you after receiving the invoice |
| Self Managed | Participant or their guardian | Participant pays you directly |
Auto-Generating Invoices from Shifts
1
Go to Invoices in the sidebar, then click "Generate from Shifts".
2
Select a date range (e.g. the past week). All completed, unbilled shifts appear in a list.
3
Check/uncheck shifts to include. Plannor groups them by participant and calculates amounts using the current NDIS price guide rates.
4
Click "Create Invoices". One invoice per participant is generated (or per funding type if a participant has mixed funding).
Creating a Manual Invoice
1
Go to Invoices → + New Invoice.
2
Select the participant, then add line items manually. Each line item requires:
| Field | Notes |
|---|---|
| Support Item Number | NDIS catalogue number (e.g. 01_011_0107_1_1) |
| Support Item Name | Description from the NDIS price guide |
| Date of Support | Date the service was delivered |
| Quantity / Hours | Hours of support provided |
| Unit Price | Rate from NDIS price guide for your state (auto-filled if support item selected) |
| GST | Most NDIS supports are GST-free; system defaults to $0 GST |
3
Click "Save Invoice". Review the totals and click "Send Invoice" or "Export PDF".
Sending an Invoice
Click "Send" on any draft invoice to choose delivery:
- Email — Sends PDF invoice to the plan manager/participant email on file
- Download PDF — Save locally to send manually
- Mark as Sent — If you've sent it outside Plannor (e.g. uploaded to plan manager portal)
Invoice Statuses
| Status | Meaning |
|---|---|
| Draft | Invoice created but not yet sent |
| Sent | Invoice delivered to plan manager or participant |
| Overdue | Payment not received within the due date period |
| Paid | Payment received and marked as paid |
| Disputed | Plan manager or participant has raised a query |
| Voided | Invoice cancelled; creates an audit trail (cannot delete) |
Marking an Invoice as Paid
1
Open the invoice and click "Mark as Paid".
2
Enter the payment date and amount received. If partial payment, enter the received amount — the remainder stays as outstanding.
For Agency Managed participants, Plannor updates invoice status to Paid automatically when you import PRODA payment confirmation files.