Video Tutorial
Overview
When managing WorkCover claimants on Avaana:
You do not need to invoice the insurer directly at any stage.
Invoices are generated automatically once the required booking information or forms are submitted.
Payments are processed through your connected Stripe account.
About Stripe
Stripe is a third-party financial services platform that enables businesses to accept payments, review transaction activity, and manage payouts and transfers.
For assistance with using Stripe or resolving account-related issues, please contact Stripe support directly.
How Automatic Invoicing Works for Bookings
How Automatic Invoicing Works for Bookings
For an invoice to be automatically generated for a consultation, both of the following must be completed:
Attendance status must be marked as Attended
Case notes must be submitted
You can confirm this from the left-hand menu:
Bookings → WorkCover Bookings
Look for:
Completed attendance status shown in green
Submitted case notes shown in blue
✅ Once both are completed, Avaana will automatically generate an invoice for that booking and send it to the insurer.
Invoices for Cost Recovery Services & AHTR Submissions
Invoices for Cost Recovery Services & AHTR Submissions
For:
Cost recovery services (such as report writing, case conferences, incidental expenses, records)
The first AHTR submission only
✅ Invoices are automatically generated once the relevant forms are submitted on Avaana. No additional invoicing action is required.
Viewing Invoices
Viewing Invoices
You can access invoices in two locations on Avaana:
Method 1: Payments & Transfers Page
Navigate to the left-hand menu → Payments & Transfers
Here you can view:
Invoice number
Invoice generated date
Claimant's WorkCover claim number
Claimant's full name
Invoice amount
Payment status (paid/pending)
Option 2: Client List Page
Navigate to the left-hand menu → Client List page
Then:
Locate the relevant claimant's name and click View Details to the right.
Open the Invoices section in the top menu.
Downloading Invoices
Downloading Invoices
To download an invoice to your device:
Go to the left-hand menu and select Payments & Transfers.
Locate and click the invoice number you want to download.
A pop-up window will appear with the invoice details.
At the bottom of the pop-up, click Download Invoice.
✅ The invoice will automatically start downloading to your device.
Filtering & Exporting Invoice Data
Filtering & Exporting Invoice Data
On the Payments & Transfers page
You can filter invoices by:
Payment status (paid/pending)
Service type
Claimant name
Date range
To export filtered results:
Apply your filters
Select the Export button on the right-hand side
✅ An Excel file will be generated containing the filtered invoice data.
This can be useful for:
Bank reconciliation
Financial tracking
Internal reporting
Stripe Payments & Payout Timing
Stripe Payments & Payout Timing
Payments are processed through the Stripe account connected on the Payments and Services page.
First Stripe Payout
Your first payout is typically scheduled:
7–14 calendar days after the first successful payment
This timeframe allows Stripe to complete:
Account verification
Risk assessment checks
Once Stripe sends the payout, funds may take an additional:
1–3 business days
to appear in your nominated bank account, depending on your bank’s processing times.
Ongoing Stripe Payout Schedule
After the initial setup period, and unless you’ve changed your payout settings, Stripe generally sends domestic payouts on a regular schedule of:
2-business-day rolling schedule
Viewing Payment Breakdowns in Stripe
To view individual transactions into your stripe:
Log into your Stripe Dashboard
Navigate to the Payments tab on the left-hand-menu
Click on the specific payment amount. You'll see:
Summary → the transaction ID, payee details, any associated fees, and processing status.
You can check which payments were included in a payout sent to your bank account in Stripe.
Log in to your Stripe Dashboard
Go to Balances
Click Payouts
Select the specific payout amount. You’ll see:
Summary → the deposit date, the associated bank account in Australia, and the Trace ID.
This helps you track where the payment came from and how Stripe calculated the final amount deposited to you.