As a Plan Manager, processing large numbers of complex invoices can be a time-consuming and manual task. Depending on the number of Participants and the number of invoices, you could be spending endless hours or paying additional wages for processing claims that far outweigh the monthly reimbursement fee.
Credability Systems has developed an innovative bulk scanning solution for Planability that is the workhorse you never knew you needed in your business. It will reduce human error, increase accuracy, and free up time to focus on what’s important for your business.
The system has been designed and tested specifically for Plan Managers to ensure it reads and inputs all of the key NDIS information required such as Participant details, service provider information, service details and totals, dates, dollars and unit figures. It can identify non face-to-face, cancellations and provider travel services, automatically adjusts rounding errors and will even convert minutes to decimals!
“I processed an invoice that was 8 pages long in ~2 minutes or less, this would normally take me 20-30 minutes”
John Collins, Plan Manage Assist
The Real Cost of Manual Invoice Processing
For many NDIS Plan Management businesses, invoice processing is the single largest drain on staff time. When you are manually entering Participant details, Provider information, line items, and totals for every invoice, the hours add up fast and so do the mistakes.
Manual data entry creates compounding risks:
- Claim errors that lead to NDIS rejections and resubmission delays
- Staff time spent correcting mistakes instead of supporting Participants
- Scaling challenges as your Participant base grows — more invoices means more staff, not more efficiency
- Compliance exposure when invoice data is entered incorrectly or inconsistently
Planability’s bulk NDIS invoice scanning software was built to eliminate these risks entirely. By automating the data extraction and claims generation process, your team can process far more invoices in far less time, with greater accuracy than manual entry allows.
So how does Planability’s bulk scanning work?
Simply select and upload or drag and drop up to 50 invoices into Planability to start scanning. Whether you’re scanning a single invoice or multiple, they will all be scanned simultaneously and ready for review in seconds.
The system reads the required information from the invoice and automatically generates Planability claims for you to review. Verify the claim side-by-side with the scanned invoice in the Planability window, before submitting using Planability’s ‘Real-time’ claims processing.
“In my opinion, Bulk Invoice Scanning is a direct and instantaneous return on investment that far exceeds any other improvement a Plan Management company make to their business. It would effectively be costing agencies to continue without utilising this feature.
We have been able to scale our Participant to staff ratio while simultaneously increasing the level of customer service due to the increased capacity. At the same time, key processing accuracy (Participant, provider and total due) has been nearly eliminated by reducing the opportunity for human error.
I have adopted various OCR and Scanning techniques to automate workflows in other roles since 2014 and this feature, implemented and backed by your customer support, is the best by far. This is especially impressive considering the complexity of the NDIS”
Rehan Lowmass, Orange Plan Management
Why Accuracy Matters in NDIS Claims
In the NDIS, claim accuracy is not just about efficiency, it directly affects your Participants and your business.
Rejected claims can mean delayed payments to service providers, which may place strain on relationships your Plan Management business depends on. Incorrect line items, unsupported support categories, or mismatched totals commonly trigger rejections that teams then need to manually investigate and resubmit.
Planability’s automated NDIS claims processing eliminates the most common sources of error:
- Participant details auto-populated from the NDIS system, no manual re-entry
- Service provider information extracted directly from the invoice
- Rounding issues identified and adjusted prior to submission
- Minutes automatically converted to decimal units
- Support categories matched against NDIS pricing arrangements
The result is a claims accuracy rate that manual processing simply cannot match — and a team that spends its time reviewing and approving, not typing and correcting.
Security, Compliance and Data Protection
When processing sensitive NDIS Participant data at scale, security is non-negotiable. Credability Systems holds ISO 27001:2022 accreditation, the internationally recognised standard for information security management.
Your Participants’ data is protected under a rigorous, independently audited security framework — giving you and your Participants confidence that their information is handled responsibly.
Are you ready to get started?
If you are a Planability client this option is available for you start using at any time. Simply select Bulk Scanning from the Claims menu and drag and drop your invoices. There are additional usage costs, at an Ad Hoc rate, or for unlimited usage. You can monitor your scanning usage using the Agency Usage Report, which can be access by Directors and Plan Managers with elevated Agency permissions.
If you’re not yet using Planability, then the first step is to contact our friendly team for a free demonstration. Simply click the button below to get in contact.
“I have to say Planability has certainly made a significant impact to the business and streamlined our entire process, saving us considerable time and money.”
Matt York, Barossa Enterprises
