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Xero Tutorials

How to Reconcile NDIS Remittances in Xero

Step-by-step guide to reconciling NDIS batch payments in Xero — manually and using RemittanceGo to automate the process.

XeroReconciliationNDISRemittance

Overview

When the NDIA pays you, it sends a single lump-sum bank transfer accompanied by a remittance advice PDF that lists every individual invoice included in that payment. To complete your bank reconciliation you need to match that one bank transaction to each of those invoices inside Xero.

This tutorial covers two approaches:

  1. Manual — searching for and ticking off each invoice one by one directly in Xero.
  2. RemittanceGo — uploading the PDF and letting RemittanceGo extract the invoice numbers and create the batch payment automatically.

Part 1: Reconcile manually in Xero

Step 1: Open the payment in your bank feed

  1. Go to Accounting → Bank Accounts and select the account that received the NDIS payment.
  2. Click Reconcile to open the bank feed.
  3. Locate the NDIS lump-sum deposit and click Find & Match.

Step 2: Match invoices one by one

  1. In the search box, type the first invoice number from your remittance advice.
  2. Xero will display the matching invoice along with the amount outstanding.
  3. Compare the amount outstanding in Xero to the amount shown on the remittance advice.
    • If they match, tick the checkbox next to the invoice.
    • If there is an underpayment, tick the invoice and record the shortfall separately.
    • Overpayments require an additional adjustment — contact your bookkeeper if you encounter one.
  4. Repeat for every invoice listed on the remittance advice.

Tip: NDIS remittances rarely list invoices in a logical sequence. Work line by line through the PDF to avoid missing any.

Step 3: Complete the reconciliation

Once all invoices are ticked and the running total equals the bank deposit amount, click OK. Xero marks each invoice as paid and the bank transaction as reconciled.

For a 25-invoice remittance this process typically takes 15–30 minutes depending on how quickly you can cross-reference each line.

Part 2: Reconcile with RemittanceGo

RemittanceGo reads the remittance advice PDF, matches the invoice numbers to outstanding invoices in Xero, and creates the batch payment for you in seconds.

Step 1: Upload the remittance advice

  1. Log in to RemittanceGo and go to the Remittances PDF section.
  2. Drag and drop your NDIS remittance advice PDF onto the upload area.
  3. RemittanceGo reads the document and displays a table showing:
    • Invoice number found in the PDF
    • Matching invoice found in Xero
    • Amount on PDF (what the NDIA says it paid)
    • Amount due in Xero (what is outstanding on the invoice)

Step 2: Review the matches

Check each row to confirm:

  • Every invoice number in the PDF has a matching invoice in Xero.
  • The amounts in both columns match.

If all rows show a match and the amounts are equal, you are ready to proceed. If RemittanceGo flags any discrepancies, review those invoices before continuing.

Step 3: Create the batch payment

  1. Click Next.
  2. Confirm the correct bank account is selected.
  3. Verify the payment date has defaulted correctly.
  4. Click Create Batch Payment.

RemittanceGo creates a batch payment in Xero that covers all of the matched invoices.

Step 4: Reconcile in Xero

  1. Click View Batch Payments in RemittanceGo to open the batch payment directly in Xero.
  2. Confirm all invoices are now marked as paid.
  3. Go back to Accounting → Bank Accounts → Reconcile.
  4. Refresh the page — the batch payment created by RemittanceGo will appear as a suggested match against the NDIS deposit in your bank feed.
  5. Click OK to complete the reconciliation.

Manual vs RemittanceGo comparison

| | Manual in Xero | RemittanceGo | |---|---|---| | Time for 25 invoices | 15–30 minutes | Under 2 minutes | | Risk of data entry error | Higher | Lower | | Requires remittance PDF | No | Yes | | Creates batch payment automatically | No | Yes |

Frequently asked questions

What if an invoice number in the remittance advice doesn't exist in Xero?

RemittanceGo will flag that row as unmatched. Check whether the invoice was entered under a different number in Xero, or whether it still needs to be created before you can proceed.

What if the amount on the remittance differs from the amount outstanding in Xero?

This usually means a price adjustment, a bulk billing rate change, or a prior credit has been applied. Investigate the discrepancy before completing the reconciliation, and speak with your bookkeeper or plan manager if needed.

Can I use RemittanceGo if I receive remittances from multiple funding bodies?

Yes. RemittanceGo is not limited to NDIS remittances — it works with any remittance advice PDF where the invoice numbers and amounts can be extracted.

How do I start using RemittanceGo?

You can start a 14-day free trial by signing up via the link in the description of the tutorial video.