Invoice Number Formatting

When generating invoices, SupportAbility creates a unique invoice number for Internal [Direct] and External [Plan Managed] invoices. However, this is something our Customer Success team can configure for you once you inform us how your organisation would like this structured.

This articles discusses: 

  • How the Internal [Direct] Invoice Number is structured?
  • Internal [Direct] Invoice Number formatting options
  • External [Plan Managed] Invoice Number formatting options - applicable to providers of Plan Management Services only
  • Invoice Number Formatting design considerations, and 
  • How is this updated in SupportAbility?

How is the Internal [Direct] Invoice Number structured?

The internal invoice number generated is comprised of three parts:

  • Prefix: an alphanumeric code that comes before the invoice number
  • Number:  a numeric  invoice number, left padded with zeros
  • Suffix: an alphanumeric code that comes after the invoice number

Providers can choose a prefix, invoice number to commence from, a suffix and also choose the number of zeros to pad in front of the invoice number as required. 

For example, if the prefix is set to ' INV', the suffix is set to 'SA' and the number of padded zeros is set to 6 (as is the then the invoice number 44 would display as INV00044SA: 

Not only is the this Invoice number be included in the Invoice Batch export for your organisation's Finance system, it is also used as the 'Claim reference' for any NDIA Invoices which are included in the NDIS Bulk Payment Request file export for claiming via the myplace provider portal. N.B. NDIS Bulk Payment Requests have a max length of 49 characters on the ClaimRef field which contains this invoice number.


Internal [Direct] Invoice Number formatting options

Next Invoice Number

The next invoice number can be configured so that SupportAbility will start generating invoice numbers following that number.  Please note: for providers who have already begun generating internal invoice batches, the numbers will already have accrued beyond number 1. 

Invoice Number Padding Left Zeros

The number of zeros that you wish entered before the invoice number can be customised here, by default this is set to 6. These can be removed altogether as required. Please note, some finance systems require a set sequence of numbers for invoices. 

Invoice Number Prefix

An invoice number prefix can be customised here, by default this is set to INV. This can be removed altogether if required. 

Invoice Number Suffix

An invoice number suffix can be customised here, by default this is set to SA. This can be removed altogether if required. 


External Invoice Formatting Options - applicable to providers of Plan Management Services only

Invoice Number Padding Left Zeros

The number of zeros that you wish entered before the invoice number can be customised here, by default this is set to 6. These can be removed altogether as required. Please note some finance systems require a set sequence of numbers for invoices. 

Invoice Number Prefix

An invoice number prefix can be customised here, by default this is set to EX. This can be removed altogether if required. 

Invoice Number Suffix

An invoice number suffix can be customised here, by default this is blank. 


Invoice Number design considerations

Whilst the prefix and suffix can be removed altogether, we recommend retaining at least one of these as an identifier. This will ensure that it is clear in your finance system that this invoice data has been generated using SupportAbility. 

Please also keep in mind the following specification requirements of the various when designing your invoice number formatting:

Providers who deliver Direct and Plan Management Services

WARNING: It is important to ensure that the Invoice number formatting options are configured differently for Internal [Direct] and External [Plan Managed] AR invoices to avoid the possibility of invoice number clashes. 


How is this updated in SupportAbility?

Please send a support request to support@supportability.com.au if you would like the Invoice Formatting configured for your organisation via your organisation's Authorised Representatives

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