What is the NDIS Claims Feature?
The NDIS Claims feature allows you to group all billable entries (shifts, tasks, manual entries, travel claims, and reimbursements) for a specific date range into a single claim period. Once grouped, you can review the entries, exclude any that shouldn't be included, and then export a CSV file formatted for the NDIA's bulk upload requirements.
Before You Begin
Before you can export an NDIS claim, you need to ensure the following settings are configured in Imploy:
NDIS Registration Number - This must be set in your NDIS Price Book settings. The export will fail if this is missing.
ABN - Your business ABN must be set in your Business Settings. The export will fail if this is missing.
Participant NDIS Numbers - Each participant should have their NDIS number recorded on their client profile for the export to include it.
Step 1: Navigate to Claims
From the main menu, go to Finance → Claims
You will see a list of any existing claim periods you have created
Step 2: Create a New Claim Period
Click the Create Claim Period button in the top right corner
A dialog will appear asking you to select a date range:
From Date: Select the start date of the period you want to claim for
To Date: Select the end date of the period you want to claim for
Click Create NDIS Claim
The system will automatically gather all billable entries that fall within your selected date range. This includes:
Completed shifts with billable service items
Completed tasks marked as billable
Manual billing entries
Travel claims
Reimbursements
Once created, you will be taken to the claim detail page where you can review all included entries.
Step 3: Review the Claim
On the claim detail page, you will see three summary cards at the top:
Total amount claimed - The total dollar value of all included entries
Billable entries included - The number of individual line items in the claim
Total number of participants - How many unique participants have entries in this claim
Below these cards, entries are grouped by participant. Each participant row shows:
Their name and NDIS number
The number of entries for that participant
The total amount for that participant
Expanding a Participant
Click on any participant row to expand it and see all their individual entries. Each entry shows:
Entry ID
Entry Name (the service description)
Service Date
NDIS Item Number (the support item code)
Type (e.g., Manual, Service, Task, Travel)
Unit (quantity or hours)
Status
Amount
Step 4: Exclude Entries (Optional)
If there are entries you do not want to include in this claim, you have two options:
Exclude an Individual Entry
Expand the participant to see their entries
Uncheck the checkbox in the Include column for any entry you want to exclude
Exclude an Entire Participant
Click the three-dot menu (⋮) next to the participant's name
Select Exclude participant
Excluded participants will appear in a separate "Excluded Participants" section at the bottom of the page. The summary totals at the top will update to reflect only the included entries.
To re-include a participant or entry, follow the same steps and select the include option.
Step 5: Sync Entries (If Needed)
If new billable entries have been added after you created the claim (for example, if a billable task was re-synced after you created the claim period), you can update the claim to include them:
Click the Sync button in the top right corner
The system will check for any new entries within the claim period's date range
Any new entries will be added to the claim
Step 6: Export the CSV
When you are satisfied with the entries included in the claim:
Click the Export NDIS CSV button in the top right corner
A CSV file will be downloaded to your computer with the filename format:
NDIS_Claim_[ClaimID]_[Date].csv
The exported CSV contains the following columns formatted for PRODA:
Column | Description |
RegistrationNumber | Your NDIS registration number (from settings) |
NDISNumber | The participant's NDIS number |
SupportsDeliveredFrom | The date the service was provided |
SupportsDeliveredTo | The date the service was provided |
SupportNumber | The NDIS support item number |
ClaimReference | The claim period ID |
Quantity | 1 for hour-based services, or the number of kilometres for travel |
Unit | "Hours" for services, "KM" for travel claims |
Hours | Time in HH:MM format for hour-based services (blank for travel) |
UnitPrice | The price per unit |
GSTCode | P1 (GST taxable at 10%) or P2 (GST free) |
GSTAmount | The calculated GST amount |
AuthorisedBy | Left blank |
ParticipantApproved | "Yes" |
InKindFundingProgram | Left blank |
ClaimType | Blank for standard services, or TRAN for travel claims |
CancellationReason | Only populated if the claim type is a cancellation |
ABN of Support Provider | Your business ABN (from settings) |
After exporting, the claim status will change to Exported CSV and the button text will change to Export Again? to indicate the claim has already been exported.
Step 7: Upload to PRODA
Log in to the PRODA portal at https://proda.humanservices.gov.au
Navigate to the NDIS bulk claims upload section
Upload the CSV file you exported from Imploy
Review any validation errors and correct them as needed
Updating Payment Status
Once you receive payment from the NDIA:
Go back to Finance → Claims
Find your claim in the list
Click on the Payment Status badge (showing "Unpaid" or "Paid")
Select Paid from the dropdown menu
This helps you track which claims have been paid.
Deleting a Claim
If you need to delete a claim period:
From the Claims List:
Click the three-dot menu (⋮) in the Actions column for the claim
Select Delete
Confirm the deletion
From the Claim Detail Page:
Click the dropdown arrow next to the Export button
Select Delete Claim
Confirm the deletion
Deleting a claim does not delete the underlying billable entries. The entries will remain available and can be included in a new claim period.
Frequently Asked Questions
Q: What happens if I export the same claim twice?
A: You can export a claim as many times as needed. The button will show "Export Again?" after the first export to remind you that it has already been exported. Be careful not to upload the same claim to PRODA multiple times, as this may result in duplicate claims.
Q: Can I include entries from multiple date ranges in one claim?
A: No. Each claim period covers a single date range. If you need to claim for multiple date ranges, create separate claim periods for each.
Q: What if an entry is missing from my claim?
A: Make sure the entry falls within the claim period's date range. If it does, try clicking the Sync button to refresh the entries. If it still doesn't appear, check that the entry has been marked as billable and completed.
Q: Can I edit entries from the claim detail page?
A: No. You can only include or exclude entries. To edit an entry's details (such as the amount or NDIS item number), you need to edit the original source (the shift, task, or manual entry).