Use Invoicing General Settings to manage the organisation information shown on participant and NDIS invoices.
You can also configure invoice terms, payment instructions, contact details, NDIS pricing defaults, and Xero integration settings.
Version 8.0.0 adds the Payment Account setting used when recording claim payments through Record in Xero.
Before you begin
You need permission to access Admin and update organisation configuration.
Before changing these settings, confirm that you have the correct:
Registered provider name
Australian Business Number
NDIS registration number
Invoice payment terms
Payment instructions
Invoice contact details
Xero account and Chart of Accounts information
Note: These settings apply to participant and NDIS invoicing. They do not control your organisation’s Diversity Sync’d subscription billing.
1. Open Invoicing General Settings
Select Admin from the main navigation.
Select Configuration from the top navigation.
Under Invoicing, select General Settings.
Review the available configuration cards.
The configuration page may include:
Provider Name
Provider ABN
NDIS Registration Number
Invoice Terms
Payment Details
NDIS Billable Defaults
Invoice Contact Name
Invoice Contact Phone
Invoice Contact Email
Xero Integration
2. Update the Provider Name
The Provider Name is the registered NDIS provider name that appears on invoices.
To update it:
Open Provider Name.
Enter the registered provider name.
Review the spelling and legal business name.
Select Save.
Use the organisation’s registered provider name rather than a shortened trading name unless your invoicing requirements allow otherwise.
3. Update the Provider ABN
The Provider ABN is the Australian Business Number used for invoicing and compliance.
To update it:
Open Provider ABN.
Enter the organisation’s ABN.
Confirm that the number is correct.
Select Save.
Enter the ABN in the format used by your organisation.
4. Update the NDIS Registration Number
The NDIS Registration Number identifies the registered NDIS provider.
It is also used for bulk payment exports.
To update it:
Open NDIS Registration Number.
Enter the provider registration number.
Confirm that the number belongs to the correct organisation.
Select Save.
Important: Confirm the registration number before saving. An incorrect number may affect NDIS bulk payment exports.
5. Configure Invoice Terms
The Invoice Terms setting controls the default number of days allowed for invoice payment.
To update it:
Open Invoice Terms.
Enter the number of days.
Review the payment period.
Select Save.
For example, entering 14 sets a default payment term of 14 days.
The due date may be calculated from this setting when an invoice is prepared for sending.
6. Configure Payment Details
The Payment Details section contains the payment instructions and bank details shown on invoices.
To update the payment instructions:
Open Payment Details.
Enter the required payment information.
Include the payment reference instructions.
Include the bank name, BSB, account number and account name where required.
Review the information carefully.
Select Save.
Important: Confirm all bank and payment details before saving. Incorrect details may cause participant or plan manager payments to be sent to the wrong account.
7. Configure NDIS Billable Defaults
The NDIS Billable Defaults section controls the default pricing zone used for new NDIS interaction billables.
To update the default pricing zone:
Open Default Pricing Zone for NDIS Billables.
Select the required pricing zone.
Review the selected value.
Select Save.
When configured, new billables default to the selected pricing zone.
The available options depend on the organisation’s NDIS billing configuration.
Note: The default pricing zone applies to newly created billables. Review existing billables separately where required.
8. Configure the Invoice Contact Name
The Invoice Contact Name identifies the staff member responsible for invoice-related enquiries.
To update it:
Open Invoice Contact Name.
Enter the staff member’s name.
Confirm that the person is the correct invoicing contact.
Select Save.
9. Configure the Invoice Contact Phone
The Invoice Contact Phone is the phone number displayed for invoice-related enquiries.
To update it:
Open Invoice Contact Phone.
Select or confirm the country code.
Enter the phone number.
Review the number.
Select Save.
10. Configure the Invoice Contact Email
The Invoice Contact Email is the email address used for invoice-related enquiries.
To update it:
Open Invoice Contact Email.
Enter the required email address.
Confirm that the mailbox is monitored.
Select Save.
Use a shared accounts or invoicing email address where several authorised staff members may need access.
11. Review the Xero Integration settings
The Xero Integration card configures accounting settings for the selected Xero account.
The card may include:
Xero Account
Automatic syncing
Chart Of Accounts
Payment Account
Client Tracking Category
House Tracking Category
The available settings depend on whether the organisation is connected to Xero.
12. Select the Xero Account
The Xero Account field identifies the connected Xero organisation used for invoicing.
To select an account:
Open Xero Account.
Select the required Xero organisation.
Confirm that it is the correct accounting organisation.
Review the remaining Xero settings.
Select Save.
Changing the selected account may affect the accounts, customers and tracking categories available in other invoicing workflows.
Important: Confirm the Xero organisation before saving. Claims, invoices and payments must be associated with the correct accounting account.
13. Configure Automatic syncing
The Automatic syncing setting controls whether eligible Xero changes automatically update Xero-linked claims in Diversity Sync’d.
When enabled:
Payments made in Xero may update linked claims.
Supported invoice status changes may update linked claims.
Some Xero-linked claim statuses can no longer be changed manually.
When disabled:
Manual control is restored for supported claim actions.
Invoices can still be sent to Xero.
Sync from Xero may still be available.
Turning automatic syncing back on may synchronise Xero changes that occurred while it was disabled.
Important: Review Xero-linked claims before changing Automatic syncing. Re-enabling it may apply missed Xero updates and replace conflicting manual information on linked claims.
14. Configure the Chart Of Accounts
The Chart Of Accounts field controls the Xero accounts available or used for invoice configuration.
To configure it:
Open Chart Of Accounts.
Select the required accounts.
Review the selected accounts.
Select Save.
Only select accounts that are appropriate for your organisation’s invoicing workflow.
The accounts available depend on the selected Xero Account.
15. Configure the Payment Account
Version 8.0.0 adds the Payment Account setting to the Xero Integration card.
This is the default Xero bank account used when an authorised user records a claim payment through Record in Xero.
To configure it:
Confirm that the correct Xero Account is selected.
Open Payment Account.
Select the required payment account.
Review the account selection.
Select Save.
Only eligible Xero accounts that can receive payments appear in the selector.
Note: The Payment Account is the default account for Xero payments recorded from Diversity Sync’d. It does not automatically record a payment.
16. Understand Payment Account and Paid into
The Payment Account and Paid into fields serve different purposes.
Payment Account
The Payment Account in Invoicing General Settings defines the default Xero account for payments recorded through Record in Xero.
Paid into
The Paid into field appears when recording an eligible individual claim payment.
It allows the authorised user to choose a different eligible Xero account for that payment.
If no different account is selected, the configured Payment Account is used.
Note: Changing Paid into for one payment does not change the organisation’s default Payment Account.
17. Configure the Client Tracking Category
The Client Tracking Category field may be used to connect participant or client information with a Xero tracking category.
To configure it:
Open Client Tracking Category.
Select the required Xero tracking category.
Review the selection.
Select Save.
Select None when no client tracking category should be applied.
18. Configure the House Tracking Category
The House Tracking Category field may be used to connect house or site information with a Xero tracking category.
To configure it:
Open House Tracking Category.
Select the required Xero tracking category.
Review the selection.
Select Save.
Select None when no house tracking category should be applied.
19. Save the Xero Integration settings
After reviewing the Xero configuration:
Confirm the selected Xero Account.
Review Automatic syncing.
Review the Chart Of Accounts.
Confirm the Payment Account.
Review the tracking categories.
Select Save.
Wait for the save request to finish before leaving the page.
Important notes
These settings apply to participant and NDIS invoicing.
Provider Name, Provider ABN and NDIS Registration Number should match the organisation’s registered information.
Invoice Terms control the default payment period.
Payment Details appear on invoices.
NDIS Billable Defaults control the default pricing zone for new billables.
Invoice contact details are used for invoice-related enquiries.
Xero settings depend on the selected Xero Account.
Automatic syncing may update Xero-linked claims from changes made in Xero.
Version 8.0.0 adds the default Payment Account setting.
Only eligible Xero accounts that can receive payments appear under Payment Account.
Paid into can override the default account for an individual payment.
Changing Paid into does not update the default Payment Account.
The available tracking categories come from the selected Xero account.
Select Save within each configuration card after making changes.
Troubleshooting
I cannot access Invoicing General Settings
Confirm that you have access to Admin.
Confirm that your role can manage organisation configuration.
Open Configuration.
Under Invoicing, select General Settings.
Refresh the page.
Contact an administrator if the settings remain unavailable.
The Save button is unavailable
Confirm that you changed a value.
Complete any required field.
Check that the entered information is valid.
Wait for any existing save request to finish.
Refresh the page and try again.
Invoice information is incorrect
Review Provider Name.
Review Provider ABN.
Review NDIS Registration Number.
Check Payment Details.
Review the invoice contact fields.
Save each corrected section.
Generate or open a new invoice to confirm the changes.
An invoice has the wrong due date
Review Invoice Terms.
Confirm the number of days entered.
Save the setting.
Check whether the due date was manually overridden when the invoice was sent.
New billables use the wrong pricing zone
Review Default Pricing Zone for NDIS Billables.
Select the correct pricing zone.
Save the setting.
Review existing billables separately because the default applies to new billables.
The Xero Account is missing
Confirm that the organisation is connected to Xero.
Open the organisation’s Xero integration.
Confirm that the connection is active.
Refresh the page.
Reconnect Xero where required.
Chart Of Accounts has no options
Confirm that the correct Xero Account is selected.
Confirm that accounts are configured in Xero.
Refresh the Xero integration.
Reopen Chart Of Accounts.
Contact an administrator if no accounts appear.
Payment Account has no options
Confirm that the correct Xero Account is selected.
Confirm that eligible bank accounts exist in Xero.
Confirm that the accounts can receive payments.
Refresh or reconnect the Xero integration.
Reopen Payment Account.
Record in Xero is unavailable on a claim
Confirm that the claim is linked to a Xero invoice.
Confirm that the Xero connection is active.
Configure a valid Payment Account.
Confirm that the Xero invoice still has an outstanding balance.
Review any synchronisation error shown on the claim.
The wrong account appears under Paid into
Review the default Payment Account.
Confirm that the intended account is eligible to receive Xero payments.
Open the claim’s Mark as paid window.
Select the correct account under Paid into.
Confirm the payment before submitting it.
Xero changes are not updating claims
Review Automatic syncing.
Confirm that it is enabled.
Confirm that the claim is linked to Xero.
Review the claim for a synchronisation error.
Use Sync from Xero where available.
Refresh the claim after synchronisation.
The wrong tracking categories appear
Confirm the selected Xero Account.
Review the tracking categories in Xero.
Refresh the integration.
Reopen Client Tracking Category or House Tracking Category.
Select the correct category and save.