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The record

One record, plan to claim.

Most NDIS software is a set of modules that hand work to each other. Nexis365 keeps one record and lets each stage write onto it. Here is what each stage adds, and where a person decides.

  1. 01Plan
  2. 02Funding
  3. 03Roster
  4. 04Service
  5. 05Evidence
  6. 06Approval

The six stages

  1. Plan The plan sets the limits.

    Every support starts from the participant’s plan: which budgets, which supports, which dates.

    • Core, Capacity Building and Capital budgets
    • Plan dates and review dates
    • Support coordinator and plan manager contacts

  2. Funding Funding is matched first.

    The support is tied to a funding line and its NDIS support item, so the record knows which budget it draws on.

    • Funding lines mapped to NDIS support items
    • Rate resolved before the line can be claimed
    • Budget movement visible as it happens

  3. Roster Roster checked.

    A shift that would exceed the category budget ceiling is flagged before it is published. A coordinator adjusts it, and the record keeps who changed what.

    • Participant double-bookings detected
    • Worker availability and leave enforced
    • Budget ceiling flagged before publishing

  4. Service Support started.

    Worker identity and clock-in join the same service record.

    • Location-checked clock-in
    • Actual time beside rostered time
    • Sleepover interruptions and travel recorded

  5. Evidence Evidence complete.

    The case note, completed tasks and travel are attached before review, not after billing.

    • End-of-day case notes
    • Completed tasks
    • Travel, by own or company vehicle

  6. Approval A person approves it.

    An authorised reviewer makes the same record eligible for claim and payroll preparation. Until then, nothing moves.

    • An authorised reviewer decides
    • Only approved shifts become eligible draft lines
    • The decision is kept in the record’s history

A shift has a lifecycle, not a status field.

Every shift moves through the same seven states. Only the last one makes it eligible for a claim or a pay run.

  1. 1Draft
  2. 2Published
  3. 3Offered
  4. 4Accepted
  5. 5In progress
  6. 6Completed
  7. 7Approved

Two trails out of one approval.

The claim and the pay run read the same approved record. When someone asks why an amount is what it is, the answer is on one page.

NDIS claim

  1. Approved shift with a resolved rate, support item and funding line
  2. Becomes an eligible line on an invoice draft
  3. NDIS-format invoice PDF, an export of PRODA bulk payment files, or an MYOB export

Worker pay

  1. Actual time from clock-in and clock-out
  2. SCHADS rates by time of day, casual loading and sleepover allowances
  3. Pay categories mapped for your accounting export

An invoice has one state at a time.

  1. DraftA coordinator edits here. Lines missing data are flagged.
  2. SubmittedWaiting for payment.
  3. PaidLocked. The budget is drawn down.
  4. VoidWith a reason. The ledger is reversed.

The history is part of the record.

Every change to a billable record leaves an audit trail.

History · service record 01842

Sample
Sample history for one service record
WhenWhoWhat changed
Mon 15:20CoordinatorShift drafted for Tue 08:00–14:00
Mon 15:22SystemBudget ceiling flag raised on the Core line
Mon 15:31CoordinatorShift adjusted; flag cleared
Tue 08:01Support workerClocked in
Tue 14:06Support workerClocked out; case note and tasks submitted
Fri 16:42CoordinatorShift approved
Fri 16:55FinanceInvoice draft generated from approved shifts

See it with your own workflow.

We’ll walk it end to end on one record, from plan to claim and pay.

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