Plan Management Invoice Approval Arrangements

This form is designed to explain how invoices are processed and the checks and balances in place to ensure that all your NDIS invoices are claimed correctly and efficiently. The aim to have a simple and easy to navigate process that makes sure you have continued access to the supports you need and that your providers are paid quickly and regularly for their supports and services.

Below is a step-by-step guide on how invoices are received, processed, claimed and paid.

1: Receiving Invoices

• When you receive a service, support, or product that related to your disability and your NDIS goals, the provider will provide an invoice.

• The invoice is sent directly to you to check that it is accurate. Once you are happy with it, forward it to  pm@boonconsulting.com.au for processing. Please note: Any invoice received directly from you will be assumed to be correct and approved.

• The invoice is sent directly to Boon for processing, we will check that it meets the NDIS standards and meets the Pricing Arrangement Guidelines.

2: Processing Invoices

• When we receive an invoice, it is checked to ensure that it:

  • Meets the ATO requirements for a tax invoice,

  • Meets the NDIS requirements for a tax invoice,

  • Meets the NDIS Pricing Arrangements rules and price limits;

  • Is in line with your funded disability, NDIS goals, and in line with your plan funding.

3: Approving Invoices
Once an invoice has been processed, it may need you to approve it. There are different ways to manage invoice approvals, and it is up to you to decide what works best for you.

Option One – Manual Approval:

• All invoices are loaded into Boon’s claim management system (CMS) and sent to you to review and approve. This is done through your participant portal that is set up when you first join Boon Plan Management.

• If you don’t approve or reject the invoice, after 5 days, the CMS will alert us that the claim has not been approved. Depending on your preference, Boon will either:

  • Resubmit the claim for your approval through the Planabaility Client Portal or App, or

  • We will contact you via phone, SMS, or email to request manual approval to make the claim.

Option Two – Pre-Approval:

• You can provide us with either:

  • copies of your service agreements and support schedule so that we can make sure the invoice is in line with what you agreed to, or

  • you complete a Routine Invoice Approval Form that gives a detailed list of the regular supports you receive, who provides them, and how much they will cost.

If the invoice does meet the terms of the service agreement, or your routine approval list, Boon will process the invoice, claim and pay it without contacting you for additional approval.

If the invoice does not meet the service agreement or routine approval list, we will seek approval from you using the approval option in our CMS. There are many reasons that we made need to do this, including:

• The invoice includes a cancellation fee;

• The invoice includes an additional charge;

• The invoice total cost is higher than usual; or

• The hourly rate is different.

4. Claiming Invoices
Once the invoice has been processed and approved, our CMS will submit the claim information to NDIS and the funds will be taken from your NDIS plan and deposited into our bank account for payment to your provider.

If NDIS reject a claim, we will contact you to explain what has happened and work with you and your provider to fix the issue.

5. Paying Invoices
When the funds are received into our bank account (usually within 3 business days), we will either:

• pay the provider directly and email them a remittance advice with details of the invoice that we have paid, or

• if the claim was a reimbursement, transfer the funds in to your bank and and email you a remittance advice with the details of the reimbursement.

Please provide your bank account details for reimbursements for costs that you have already paid for that are to be claimed from NDIS funding.