Provider invoices arrive by email, and that mailbox is where plan management actually begins. Working it in Outlook and re-keying into a separate system means the record of what arrived and the record of what was processed are two different things.
Plan manager mailbox — how it works
Connect the mailbox invoices are sent to and it appears inside the workspace — inbox, sent, and compose, with attachments. Messages are matched to providers and participants where possible, and an invoice attachment can be turned into a draft entry without leaving the message.
Microsoft 365 and Gmail connect through OAuth, so there is no password to store and no basic-auth IMAP to keep alive. Messages are rendered in a sandbox rather than executed, and the mailbox is scoped to your organisation alone.
Why it matters for NDIS providers
Every step between the email arriving and the invoice existing is a step where something gets lost. Having the mailbox in the same place as the register means the provenance of an invoice — who sent it, when, with what attached — is part of the record rather than in someone’s Outlook.
- Where the invoices already are: the inbox is the queue, not a separate place to copy from.
- Password-free connection: Microsoft 365 and Gmail connect by OAuth, with no stored credentials.
- Provenance kept: the message and its attachments stay attached to the invoice they produced.
What's included
- Inbox, sent and compose. A working mailbox inside the plan management workspace, with attachments.
- OAuth connection. Microsoft 365 and Gmail connected without storing a password.
- Invoice drafting from a message. Turn an attachment into a draft invoice entry in place.
- Provider and participant matching. Messages associated with the provider and participant they concern.
- Sandboxed rendering. Message content is displayed safely rather than executed.
Who it's for
Plan managers who run a shared invoices@ or accounts@ mailbox as the front door of the operation, and teams where more than one person works that mailbox and needs to see what the others have already dealt with.
Getting started
Plan Manager Mailbox is included in your Rostery plan and works the moment your data is in — there is no separate module to buy or set up. Book a demo and we will show it on your own workflows, and use Rostery's “Smart Switch” data migration to bring your existing clients, staff, shifts and notes across from your current software in minutes.
Terms used on this page
Related capabilities
Source
The rules this feature works to are set by NDIS — Pricing Arrangements and Price Limits, which is the authority on them and is updated more often than any page here.