Self Manager Hub



How do you keep track of your invoices and claims???Self Managers tips We asked self managers how do you keep track of your invoices and claims???? Here is what they said 1.Most invoices arrive by email and there are a lot of them. I use an Excel spreadsheet to record payments and claim numbers plus calculate remaining funding in each area. I have 3 document wallets for ‘to be paid’, ‘to be claimed’, ‘awaiting NDIS reimbursement’ so I can keep track of where I was up to if I get interrupted halfway through doing paperwork (happens all the time!). Plus an annual ring binder for hard copies once processed.2.I use a really good electronic filing system in Windows Explorer. It is simple as, but effective. I back it up to one drive and also to other stable folder locations. I break down the different categories in my plan, such as Core Consumables, Core Social and Community and Daily Living, CB Daily Living... etc. I then save my invoices under those folders numbered so that they always stay in order of when received. I also put in the file name the date of the invoice and the precise category it falls under. I only add my invoices to it once I have paid and claimed them so that I know that anything that is still in my emails needs to be paid. I keep specific records of my claims made under consumables funding for myself, as in, item purchased, price and date so that I can then see the total I am spending under that category. I currently do that in word and just do manual adding up, but I’ve recently learnt how to better use Excel with my screen reader so I am thinking of creating myself a new table in there. That’s the only sub-budget I really feel I need to keep track of so closely as all the others are well tracked in the portal I find. That would depend though how many subcategories you have access to under the three main categories.Hope that helps. I am a big believer in making all of this as easy as possible so it doesn’t take up too much time and focus. It needs to be something that you can do quickly and without it becoming a major chore.I am also strict with myself and make sure I do this process weekly so that it never gets on top of me and I never get confused with similar invoices from the same agencies.3.Old school. Print invoice, pay from ndis specific bank account. Write on bank acknowledgment number and PRN and dates of claim from ndis. File in concertina file with each opening g a different provider. At end of plan file that’s year’s plan invoices away for self keeping.4.Big excel spreadsheet with multiple tabs for each type of therapist (eg speech has its own and ot has its own) and core budget in each formatted so that my yearly totals are updated with funds remaining each time i add a paid invoice with all details on their. Super easy to keep track of funds left and spend on each category.5.Save invoices under folders, when paid screen shot bank transfer in remittance form bank reference is invoice number6.I'm terrible. I have a self inking stamp pad that I stamp onto a printed copy of each invoice. It prompts to note the date and invoice was claimed, the date I paid it (or reimbursed myself) and the claim number. When everything is "complete", I chuck it in a manila folder, and have a new folder each year. I know I *should* so it all on a spreadsheet or app, but |I just hate that stuff7.I’m also old school - I have a4 pages ruled up with date invoice paid, invoice details, and date claimed. I have a specific email address that all invoices are sent to to minimise overlooking them. When claimed I staple the batch together, write the date claimed and pop it into a folder. New folder each year8. I use Microsoft One Note. I have a notebook for each month, and each transaction has its own page which I label by date. I insert a screenshot of the claim submission and a pdf of the invoice/receipt.I’ve also made up a table that with the questions in the self management guide. I copy and paste it onto each page and jot down my answers to the questions. I’m hoping having that information will jog my memory if I get audited and have to justify purchases in five years time.I just keep track of my budgets using the My Place portal.9.I use a Kmart budget book. I don’t own a computer so have no interest in an online option unless it is an app I can use on my phone, so have never tried spreadsheets or similar. I email myself every invoice so I have a soft copy as well as a hard copy10.We have a spreadsheet with invoice number, invoice date, provider, cost of service (with a different column for funding type capital or core), ndis claim number, ndis claim date, date paid, service description and date of service. I ask for electronic copies of all invoices where possible and save all invoices to designated folders (sorted by provider) on both computer and in an email account established for ndis. I use the invoice number and service date when saving to computer so that I can locate the invoice easily by doing a computer search for the invoice number. Recording the paid date also helps cross reference bank records if there is ever a discrepancy with providers11.Spreadsheet - Service Date / Due Date /Payment Request No / Reimbursed Date / Paid Date / Inv No / Provider / Category (eg Social & Community etc) / Amount. I also keep an active Word document open which is a diary which follows each transaction ( Date / with NDIA claim with number, date it is reimbursed and date I pay (all have Inv No recorded in entry) It works as a running record I can keep check of tasks as they happen and also a back up for any query I may have of a provider. Lastly I do a back up weekly on a separate hard drive - husband is a tekkie and said don't trust on computer/cloud/email backup because all are vulnerable to loss.12.I print them, write the payment request number on them then write paid once I receive the funds, then file them under each month.13.We have an online spreadsheet. Date/ provider name and invoice number / date of service / different column for different service (core/therapy etc) / date claimed / payment number / date paid/ payment numberSave all invoices in allocated email folder online (invoices only go into that folder once paid)14.Save the invoices, claim the funds and then upload the invoice against that claim. Wait until funds hit bank account then pay out to provider or keep if provider makes us pay up front.15. Excel spreadsheet and all invoices/receipts saved electronically by date16.All my invoices are emailed to me so i keep them in a folder online but i also print out a copy and attach it to each claim i make and then file away.17.Dropbox with claim numberPaper receipts put claim number then scan to drop box I also I have binder a4 5 subject with each categories writtenThen write date claim number n what it’s for in the right section n date paida new book n drop box folder naming NDIS N plan datesI have a super simple 5 step process. Pay, Claim, Pay, File and Forget. That’s it!I have a fee free credit card I have labeled NDIS ONLY that I use solely to pay for therapies and consumable needed. I claim the amount through myGov and and write claimed and date on the receipt, the reimbursement goes into a bank account I’ve nicknamed “NDIS reimbursements” for the sole purpose of receiving reimbursements from the NDIS fund. After claiming I throw the receipt into a shoe box. As soon as the funds appear in the reimbursement bank account. I pay that back into the credit card. Each plan year I empty the shoe box and file all claimed receipts into a sealed clear file, and store it.Pay, claim, pay, file and forget. That’s it.18.Request all invoices to be emailed. Use a separate bank acct to receive ndis payments and pay for services. When I make payment I put invoice number as payment reference.About monthly (I try, sometimes a little longer) I put details into a spreadsheet (date of service, provider, cost, invoice number, ndis payment request number19.Save soft copy to files on PC, backed up in the cloud. Also upload same files on Ability8. I also have a bank account with a set amount of funds in it which I reconcile using excel when required. Reconciling the account is a great way to find errors which may have slipped through elsewhere. For example, last week I transposed numbers on the payment I made to someone and they didn't catch the error. But my rec did.20.I feel like I’m not nearly meticulous enough reading other people’s responses. I use plan tracker to upload invoices to but never worry about keeping claim numbers or any of that stuff. I upload and claim every Monday and pay invoices every Thursday. If the NDIA asks to check anything I reckon I’ll be able to find it from the dedicated bank account and from there find the invoice on plan tracker. On my computer I just have a huge file called NDIS that everything gets chucked into as a backup to plantracker.21.Old school Excel spreadsheet & print outs of all invoices. Claim from portal, write on invoice/enter on spreadsheet.22.We only use 2 services...my book keeping is as simple as it gets - I get the invoice printed, write the ndis claim number and date on it, and once paid, I write the date I paid it, then file it. I don't keep a manual, running track of total funds used as I go along - I know that the funding we have will cover us for the 2 therapies per week, as well as reports (I check it each time I get on to portal anyway). Ndis funding gets paid into a specific account (not one opened just for ndis - it's just a 'sub account' under my main one that I've named ndis) and all payments for therapy get taken from that account - so the money side of things is all in one spot - easy to track etc.23.As invoices come in I check them against the roster/diary for services received. I tick the date on the invoice & write the invoice number against the service on the roster. This is so I know I can’t be invoiced twice & I know when service providers are falling behind in sending invoices. I print the invoice & save it on computer in formate Year-month-day-provider-invoice #.Pay from a dedicated NDIS bank account with a float. If the bank balance doesn’t return to the float amount something is out. I use excel to record the expenses but I’m thinking of using MYOB. We have about 50 payments a month24.I'm a little slack when it comes to this though I'm sure I have my butt covered..I write the PRN number on each invoice as well as the category i claimed from. I then store them in a folder. New folder each year. Now we can add notes when we claim on the portal I type in the invoice number, company/shop name and what it was if I think I might forget later.I have never uploaded an invoice to NDIA because I was told by a planner some time ago they never look there & half the time it doesn't work!25.I just save my invoices in the computer. Have a separate bank account and i always put the date of service and invoice number in the payment reference.26.Invoices on one drive. Take a photo & save if its a physical invoice otherwise just save to one drive. Folders for each catagory & subfolders for each service. Name is inv no. Download payment list from portal into excel & add payments into that from the separate bank account27.All my invoices and receipts are emailed and stored electronically in my email account. I have a separate bank account for NDIS and always put the invoice number in with the payment transfer. Easy. No printing, no waste. I have way to many invoices to print and file them all as a hard copy28.Self manage 2 plans. 2 separate bank accounts. I keep soft & hard copies of all invoices and use NDIS portal to manage. I write paid on hard copy when it’s paid and file. NDIS portal is all I have needed to manage plans.29.I keep all my invoices in a dedicated electronic folder attached to my outlook email account. If I ever get a paper invoice I scan it using Simple Scanner on my phone, share to my email and save in the folder. I'm a huge fan of minimising paper filing. Each month I print out a list of claims submitted and check all the invoices have been saved.30.I record and upload on Ability8 with payment I notice payment no and invoice no so they can be matched. On the portal when making claim in the reference session I note the payment no so if NDIS ask me what the claim mean they can refer to the payment no.31. I have all invoices electronically. Put them in a folder. The name of each invoice is the initials of the person place or company of service- invoice number : date of service: date submitted : amount. I put a coloured dot when submitted and a different coloured dot once paid. I email through the bank to let the person place or company know I have paid. I have been doing this for 3 years and I find it quick and easy for me.32.Email folder for invoices. Google Drive folder for other documents. Separate bank account with payment details noted.If I do get a paper receipt I photograph it and upload to the google Drive folder.I use a google sheet spreadsheet for managing payroll for our two staff as we don’t have an ABN (so had issues with current software as it’s all single touch payroll enabled so doesn’t work well for us (yet!)).33.Excel spreadsheet. Separate emails/bank accounts (I self manage 2 accounts). Plus a printed folder each year per child34.Spreadsheet primarily with receipts named their claim number on protected iCloud folder and Ability8.35.Old school..and simple invoice, stamp when entered into ndia and when I paid the supplier...everything is stapled together on the date I entered them into the ndia system with the top cover from ndia showing the processing date and number for the multiple entries on that day.36.I developed my own excel spreadsheet which I update on a continual basis, and keep hard copies of everything in a ring binder folder by date order.37.-2571753206750 ................
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