Pre-Claim Validation

The NDIA tells you an invoice was wrong after you have already paid the provider. Every rejection is money out the door and a conversation with someone who has been paid for work you cannot claim. Rostery runs the checks before the claim, not after.

NDIS pre-claim validation — how it works

Thirteen checks run against every invoice before it is eligible for a claim file. They cover the plan — is the service date inside the plan period, is there a funding period that covers it, is there budget left in the right support category — and the invoice itself: is the support item valid, is the price within the limit that applied on the service date, is this a duplicate of something already claimed, is the provider registered for what they are billing.

Failures are shown with the reason and the value that failed, so the fix is obvious. An invoice that cannot pass is held rather than claimed, and the reason travels with it, so whoever picks it up next does not start the diagnosis again.

Why it matters for NDIS providers

A rejected claim is not just delayed revenue. The provider has usually been paid, the participant’s budget shows committed funds that are not recoverable, and someone has to work out which of thirty lines in a batch caused it. Catching it before submission removes all three problems.

• Thirteen checks, every time: the same validation runs on every invoice regardless of who entered it.
• Priced as at the service date: the price limit checked is the one that applied when the work was delivered.
• Held, not silently passed: an invoice that fails is stopped with a reason attached rather than going into a claim to fail there.

What's included

• Plan period and funding period checks. Service dates verified against both the plan and the funding period that must cover them.
• Budget and category checks. Remaining budget tested in the correct support category, including what is already committed.
• Price limit checks. Line rates compared against the catalogue limit in force on the service date.
• Duplicate and registration checks. Repeat invoices flagged, and provider registration tested against what is being billed.
• Reasons that travel. Each failure states what failed and why, and stays with the invoice until resolved.

Who it's for

Any plan manager submitting claims in bulk, where a single bad line can hold up a batch, and any team where the person entering invoices is not the person who will have to explain a rejection. It is most valuable to practices that have grown past the point where one experienced person can eyeball everything.

Getting started

Pre-Claim Validation 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.