From 1 December 2026, providers have 90 days from the date a support is delivered to claim for it. Until now, they've had two years. A claim that bounces in week 11 because the rate was 42 cents over the price limit may not get a second chance.
What is NDIS claiming software? NDIS claiming software turns delivered supports into payment requests and invoices. It matches each shift to a support item, checks the rate against the NDIS price limit and the participant's budget, then builds a bulk payment request for the NDIA or an invoice for a plan manager or participant. Good software tracks each claim until it's paid.
Below: how claiming works for each plan type, why claims get rejected and which features to compare. Prefer to see it on screen? Start a 7-day free trial with sample data.
How does NDIS claiming software work?
Most NDIS claiming software follows five steps:
A support worker delivers the shift and records it.
The software links the shift to a support item number, such as 01_011_0107_1_1 for standard weekday daytime self-care.
It checks the rate against the current NDIS price limit and the participant's remaining budget.
It builds the claim or invoice for whoever pays you.
It tracks the result and matches each payment to its claim line.
How the plan is managed | Who pays you | How you claim | What your software should produce |
|---|---|---|---|
NDIA-managed (registered providers only) | The NDIA | Payment request in the myplace provider portal | A bulk payment request file |
Plan-managed | The participant's plan manager | Invoice | An invoice with every required detail |
Self-managed | The participant | Invoice | An invoice the participant can claim |
For NDIA-managed participants with plans in the NDIA's new computer system, known as PACE, claims must go through a bulk payment request in the myplace provider portal. The NDIA explains the upload in its guide to making bulk payment requests. A valid claim moves to "pending payment", then "paid". A failed one shows as "rejected", with an error message.
Invoices need specific details before anyone pays them; see NDIS invoice requirements. Our step-by-step NDIS claiming guide walks through the portal, and registered vs unregistered NDIS providers explains who can claim from the NDIA.
Why does NDIS claiming software matter more from December 2026?
What is the NDIS 90-day claiming rule? Under the Securing the NDIS for Future Generations Act 2026, supports delivered from 1 December 2026 must be claimed within 90 days of the date each support was delivered, down from two years. Every date of service has its own deadline, so one late invoice can hold several expired supports.
Here's how a monthly routine runs into trouble. A support delivered on 2 December is invoiced with the rest of the month on 5 January. The plan manager rejects it on 20 January because the support item doesn't match the plan, and the fix waits for the February batch. By then, 65 of the 90 days are gone.
For plan-managed participants, the plan manager's processing time comes out of the same 90 days. The NDIA is also running extra integrity checks on older claims, which can hold a claim for up to 28 days. Claim weekly or fortnightly, and use NDIS claims management software that shows which shifts haven't been billed.
Why do NDIS claims get rejected?
Why do NDIS claims get rejected? Most rejections come from details that don't match: a rate above the price limit, a support item the plan doesn't fund, dates outside the plan, not enough budget left, or a duplicate. NDIS claiming software catches most of them by checking each line before you submit.
Error | Example | What the software should check |
|---|---|---|
Rate above the price limit | $74.00 an hour for 01_011_0107_1_1, when the 2026-27 limit is $73.58 | Rates against current price limits, updated every 1 July |
Support not in the plan | An item the participant has no funding for | Support items against the plan |
Budget used up | The category runs out before month end | The budget before the shift is rostered |
Provider not recorded | A SIL claim when you're not listed under the participant's "My providers" | Provider recording for SDA, home and living, and behaviour support |
Duplicate or wrong dates | The same shift claimed twice | Dates and duplicate lines |
Claimed too late | A December support claimed in April | Unbilled shifts by age |
Short notice cancellations and provider travel have their own claiming rules, and claims must match the service agreement. For fixes, see rejected NDIS claims.
What features should NDIS claiming software have?
Use this as your NDIS claiming software comparison checklist, and ask every vendor to show each feature on screen.
Feature | Why it matters | Ask the vendor |
|---|---|---|
Claims built from shift records | A claim with no matching shift and progress note is hard to defend | "Show me a claim and the shift it came from." |
Support item and price limit checks | Price limits change every 1 July | "Who updates the price limits, and when?" |
Budget check before rostering | An overspent budget means an unpaid claim | "What happens if I roster a shift the budget can't cover?" |
Bulk payment request file | Required for NDIA-managed participants on PACE plans | "Does it create the file in the NDIA's current format?" |
Claims tracking and reconciliation | Paid, pending and rejected lines need matching to payments | "How do I find an underpaid line?" |
Unbilled shift alerts | The 90-day window | "Which shifts haven't been claimed yet?" |
Rostering and payroll on the same record | No re-keying between systems | "Does one shift feed both pay and the claim?" |
All-in-one platform or standalone claiming tool?
All-in-one NDIS platform | Standalone claiming or invoicing tool | |
|---|---|---|
Pros | One shift record feeds rosters, pay and claims | Cheaper to start, quick to set up |
Cons | More to set up at the start | Hours get copied between systems, and copies drift |
Best for | Providers with 10 or more staff | Sole traders with a few participants |
Want to test this checklist on real screens? Start a 7-day free trial and follow a sample shift from roster to billing.
Which NDIS claiming software suits small providers?
What's the best NDIS claiming software for a small provider? With a few participants and no staff, the myplace provider portal or a simple invoicing tool can work. Once you roster other workers, the best option links rostering, budgets and claims, so a shift can't be claimed at the wrong rate or against an empty budget.
Before you choose, read our NDIS software comparison and see how NDIS software pricing works at CareVisor.
How does CareVisor handle NDIS claiming?
CareVisor is an Australian NDIS operating system that runs rostering, compliance, payroll and billing on one platform.
Typed once. Participant details entered at intake flow through to rosters, documents and billing.
Budget hard block. A shift that would overspend a plan is blocked when it's rostered, so the problem never reaches a claim. See NDIS participant budget tracking.
Hours from the field. Workers clock in on the app and hours flow to payroll, worked out per shift. See NDIS payroll software.
Unlimited staff on every plan, with data hosted in Australia.
Moving from another system? Here's how to switch NDIS software without losing records.
Key takeaways
NDIS claiming software turns shifts into bulk payment requests for NDIA-managed participants and invoices for everyone else.
From 1 December 2026, you have 90 days from delivery to claim each support.
Most rejections are mismatches: rate, support item, budget, dates or provider recording.
Compare software on shift-to-claim links, price and budget checks, bulk payment request files and reconciliation.
Frequently asked questions
Which NDIS claiming software works with PACE for bulk claims?
For NDIA-managed participants on PACE plans, claims go through a bulk payment request uploaded in the myplace provider portal. Ask each vendor whether their software creates that file in the NDIA's current format, and how it shows each line's result afterwards, so you can fix rejected lines quickly.
What's the difference between NDIS claiming, invoicing and practice management software?
Invoicing software creates invoices for plan managers and self-managed participants. Claiming software also builds bulk payment requests for the NDIA and tracks each claim. Practice management software, sometimes called an NDIS operating system, adds rostering, notes, payroll and compliance, with claims built from the same shifts.
How much does NDIS claiming software cost, and is there a free option?
Claiming in the myplace provider portal costs nothing, but you enter every line by hand. Paid software is usually priced per worker, per participant or as a flat monthly fee. Compare the total cost at your real headcount, including rostering and payroll if they're sold separately.
How do I fix rejected or underpaid NDIS claims?
Read the error message on the rejected line, fix the cause, such as the rate, support item or dates, and resubmit while the support is still inside its claiming window. For underpaid claims, match each payment to its claim line. Software with reconciliation shows exactly which lines came up short.
Get paid inside the 90 days
It sounds like you're not sure which of last month's shifts have been claimed, and December's rule turns that doubt into lost income. Start a 7-day free trial with no credit card and see how budgets, rosters and billing connect on sample data.
About CareVisor
CareVisor is an Australian NDIS operating system for disability service providers. It brings participant management, rostering, SCHADS payroll calculations, progress notes, incident reporting, worker compliance and NDIS claiming into one platform, with a mobile app for support workers on iOS and Android. Pricing scales with participant numbers, every plan includes unlimited staff, and data is hosted in Australia. Learn more about CareVisor NDIS provider software.
