Free provider tool
NDIS Bulk Upload CSV Builder & Validator
Validate your CSV before it hits the portal. The myplace portal rejects the entire file for a single bad row - not just the problem claim, every claim in the batch. If it's 4:30pm on the last business day of the month and the portal comes back blank, this tool tells you exactly which row failed and why, before you upload.
NDIS bulk payment request CSV columns (2025‑26)
The myplace provider portal requires exactly these 16 columns in this order. A missing column, wrong header name, or incorrect date format will cause the entire file to be rejected.
| Column | Format / values | Notes |
|---|---|---|
| RegistrationNumber | 6-9 digit number | Provider's NDIS registration number |
| NDISNumber | 9 digits, no spaces | Participant's NDIS number |
| SupportsDeliveredFrom | YYYY/MM/DD | Start date of supports delivered |
| SupportsDeliveredTo | YYYY/MM/DD | End date - must be on or after From date |
| SupportNumber | e.g. 01_002_0107_1_1 | NDIS support item code from the price catalogue |
| ClaimReference | Text, max 50 chars | Provider's own reference (optional) |
| Quantity | Number | For Each / Activity / Week items. Mutually exclusive with Hours. |
| Hours | Decimal, e.g. 1.5 | For Per Hour items. Mutually exclusive with Quantity. |
| UnitPrice | Dollars, 2 decimal places | Must not exceed the NDIS price limit for the item and state |
| GSTCode | P1 or P2 | P1 = taxable, P2 = GST-free. Almost all NDIS supports are P2. |
| AuthorisedBy | Text | Authorising person (optional) |
| ParticipantApproved | Y or N | Whether the participant has approved the claim |
| InKindFundingProgramCode | Text or blank | Only for in-kind funding programs - leave blank otherwise |
| ClaimType | STANDARD, CANCELLATION, or REPORT | Type of claim |
| CancellationReason | NSCC or NSDH | Required when ClaimType is CANCELLATION. Forbidden otherwise. |
| ABN | 11 digits, no spaces | Provider ABN - must pass the ABN checksum |
Source: NDIS myplace provider portal bulk payment request specification 2025‑26.
Provider settings
Used for price limit checks
Add claim row
For non-Per-Hour items
Your internal reference (max 50 chars)
Optional name
Leave blank unless applicable
Leave blank to use provider default
How the NDIS bulk payment request works
How NDIS bulk payment requests actually work
The bulk payment request workflow has more steps than the portal makes obvious. You start by exporting delivered services from your rostering or care management system for the billing period. Next, you filter to agency-managed participants only. Plan-managed participants do not go through the portal at all - their claims go to the plan manager as a tax invoice.
Once you have your list, you verify delivery. Shifts must be confirmed, unresolved cancellations must be dealt with, and each service must be mapped to the correct support item number and current price from the NDIS Pricing Arrangements and Price Limits document. You then build the CSV, upload it to myplace under Payment Request > Bulk Upload, and wait.
Here is where most providers stop, and that is the problem. A successful upload message does not mean your claims are approved. It means the file was accepted for processing. You must go back into the portal and check the status of each claim line. Claims can be individually rejected after a clean file upload. If nobody checks, the revenue just disappears.
Payment for approved claims typically arrives within two to three business days. After payment, reconcile your remittance advice against what you submitted. Silent underclaims - claims that processed at a lower amount than you expected - are common and easy to miss without a line-by-line check.
Why the myplace portal rejects your CSV file
The portal gives poor error feedback. Sometimes it simply refuses to accept the file with no message at all. The cause is almost always one of these.
The most common is a service booking problem, not a file problem. A participant can have NDIS funding in their plan and still generate an “Insufficient funds available in the service booking” or “No active service booking found for this participant” error. This is because a service booking is a separate agreement that allocates part of a participant's plan funding specifically to your organisation. If there is no active service booking, or if the booking has been exhausted, you cannot claim regardless of how much funding remains in the plan. Resolve this with the participant's LAC or support coordinator before resubmitting.
Other common causes: a support item number that has been retired or changed (this happens silently after 1 July each year), a unit price that exceeds the NDIS maximum for that item and state, a date range that falls outside the participant's plan or service booking period, and the portal detecting a duplicate of a claim it has already processed.
Format errors cause the whole file to bounce. Wrong date format (the portal requires YYYY/MM/DD, not DD/MM/YYYY), NDIS numbers with stripped leading zeros, ABNs that fail the checksum, and column headers with extra spaces all trigger a file-level rejection before a single claim is evaluated.
Excel is silently corrupting your bulk payment file
If you build or edit your CSV in Microsoft Excel, there is a high chance the file is being corrupted in ways you cannot see on screen.
The two most damaging problems are date reformatting and leading zero stripping. Excel automatically converts YYYY/MM/DD dates to its local date format, which on Australian systems typically becomes DD/MM/YYYY. The portal requires YYYY/MM/DD with forward slashes. Your file looks correct in Excel, but what is actually in the CSV is wrong. Similarly, Excel removes leading zeros from numeric fields. A 9-digit NDIS participant number that starts with a zero becomes 8 digits. A support item code that begins with 0 gets shortened. Both cause the portal to reject the entire file.
A third issue is character encoding. If the file is saved as UTF-16 or with a byte order mark instead of plain UTF-8, the portal often refuses it with no explanation.
The fix is to never open a CSV in Excel to edit it. Use a text editor, a purpose-built CSV editor, or a tool like this one that exports a correctly formatted file. If you must use Excel, build your data in a workbook and export using Save As > CSV UTF-8, then verify the date format and leading zeros in a text editor before uploading. After 1 July, re-verify: NDIS support item codes and prices change with each financial year, and your mappings from the previous year may point to retired item numbers or incorrect prices.
Hours or Quantity - getting the unit of measure right
Every NDIS support item has a prescribed unit of measure. Getting it wrong produces either a nonsense dollar amount or an outright rejection.
Items measured in H (per hour) go in the Hours column. Leave Quantity blank. Items measured in EA (each), D (day), or WK (week) go in the Quantity column. Leave Hours blank. Putting a value in both columns, or putting hours into the Quantity column for an hourly item, will result in an incorrect claim total or a rejection. This is the single biggest source of underclaiming in Core Supports billing.
Day-type codes matter just as much as units. Core Daily Activities support items are not interchangeable across days. Weekday daytime, weekday evening, Saturday, Sunday, public holiday, and night supports all have separate item numbers. Billing a Saturday shift using the weekday item code means you are underpaying yourself by approximately 48 percent. Sleepover supports use a flat fee item (EA) for the overnight period. Active overnight supports - where the carer is required to be awake and working - are billed per hour using a separate item number. Confusing these two is a frequent audit finding.
Short notice cancellations and no-shows use their own item logic. Set ClaimType to CANCELLATION and CancellationReason to NSCC (short notice) or NSDH (no show / participant did not attend). You claim against the same support item that was originally scheduled, at up to 90 percent of the agreed price. A missing CancellationReason when ClaimType is CANCELLATION will cause the row to fail.
What to do after a successful upload (it is not over yet)
“Upload successful” means the file passed the format check. It does not mean your claims have been paid, approved, or even accepted. New billing coordinators often close the portal here and wait for payment that never arrives.
After uploading, navigate to Payment Request > View Submitted Requests and locate your batch. The status will show as Submitted, then move to In Progress as the portal processes individual lines. Expand the batch to see line-level statuses. Each claim line will show as Approved, Rejected, or Pending. Rejected lines carry a reason code - this is where you will see “Insufficient funds in service booking,” “Duplicate payment request,” “The claimed amount exceeds the maximum price,” and the other error messages that do not appear at file-upload time.
For approved claims, payment typically processes within two to three business days. For rejected claims, fix only the affected rows, create a new CSV with just those lines, and resubmit. Do not re-upload the original file. If the original claims actually went through before you re-uploaded them - even if the portal showed an error - you will generate duplicate payment requests, which the portal will reject again and which may trigger an audit flag.
After payment, reconcile your remittance advice line by line against your billing records. Claims that processed at a lower amount than submitted are not errors the portal flags. You have to find them yourself. Underclaims against ratio support items, incorrect day-type codes, and transport items that were not claimed at all are the most common sources of silent revenue leakage.
Common questions
Why was my NDIS bulk payment request rejected?
The most common reasons are a problem with the participant's service booking (not the same as their plan funding), a support item number that is no longer valid, a unit price above the NDIS maximum, or a date range outside the plan or booking period. The portal also rejects file-level formatting problems - wrong date format, stripped leading zeros on NDIS numbers, invalid ABN, or a missing or misspelled column header - before it evaluates a single claim. Because one bad row causes the entire file to fail, the error message you see may relate to a row buried halfway down a 500-line file. Use the validator above to identify the exact row and reason before you resubmit.
What does "insufficient funds in service booking" mean?
This error means the participant has a valid NDIS plan, but there is no active service booking allocating funding from that plan to your organisation for the relevant support category. A service booking is a separate commitment that sits between the plan and the provider. Without one, the NDIS cannot process your claim, regardless of how much money is left in the participant's plan. To resolve it, contact the participant's LAC, support coordinator, or the NDIA directly to create or extend the relevant service booking. This is the most common silent killer in bulk billing - the plan shows available funds, but the claim fails every time.
Why won't my CSV upload to the myplace portal?
If the portal refuses the file with no error message, the cause is almost always a formatting problem rather than a data problem. The most frequent culprits are: the file was opened in Excel and dates were auto-converted from YYYY/MM/DD to DD/MM/YYYY; NDIS numbers had their leading zeros stripped by Excel; the file was saved as UTF-16 instead of UTF-8; or there is an extra space in a column header. Open the file in a plain text editor (not Excel) and check the first row headers exactly against the required column names. Even a single trailing space in a header will cause a silent file rejection. If the file looks correct and still will not upload, try a different browser - the myplace portal has known compatibility issues with some browser versions.
My upload was successful but I have not been paid - why?
"Upload successful" confirms the file passed the format check. It does not mean your claims are approved or that payment has been triggered. You must go back into the portal under Payment Request > View Submitted Requests, open your batch, and check the status of each individual claim line. Claims that were rejected at line level will show a reason code there. Approved claims typically pay within two to three business days. If you never checked claim statuses after uploading and cannot account for missing revenue, this is the most likely explanation.
What is the correct format for each column in the bulk payment request CSV?
The 16 required columns are: RegistrationNumber (your NDIS provider registration number), NDISNumber (9-digit participant number, leading zeros must be preserved), SupportsDeliveredFrom and SupportsDeliveredTo (both in YYYY/MM/DD format), SupportNumber (support item code in the format 01_002_0107_1_1), ClaimReference (optional, your own reference up to 50 characters), Quantity (for EA/D/WK items - leave blank for hourly items), Hours (for per-hour items - leave blank for EA/D/WK items), UnitPrice (dollars to two decimal places, must not exceed the NDIS price limit), GSTCode (P2 for GST-free, which applies to most NDIS supports), AuthorisedBy (optional), ParticipantApproved (Y or N), InKindFundingProgramCode (leave blank unless applicable), ClaimType (STANDARD, CANCELLATION, or REPORT), CancellationReason (NSCC or NSDH when ClaimType is CANCELLATION, blank otherwise), ABN (your 11-digit provider ABN, no spaces). The column order must match exactly. The validator above checks all 16 against the current NDIS pricing catalogue.
How do I know whether to use Hours or Quantity?
Check the unit of measure for the support item in the NDIS Pricing Arrangements and Price Limits document. If the unit is H (per hour), put the number of hours in the Hours column and leave Quantity blank. If the unit is EA (each), D (day), or WK (week), put the number in the Quantity column and leave Hours blank. Putting a value in both columns, or using the wrong column for the unit type, produces a claim that is either rejected or processed at an incorrect amount. This is the most common cause of underclaiming in Core Supports. Sleepover supports are EA items (flat fee, one quantity per night). Active overnight supports where the carer is awake and working are hourly items - do not confuse the two, as they use different item numbers and the difference is material.
What happens if my claimed price exceeds the maximum?
The portal will reject that claim line with the error "The claimed amount exceeds the maximum price." The NDIS price limits are the ceiling for registered providers - you cannot charge more than the published limit for any support item, regardless of what you have agreed with the participant. This error most often occurs after 1 July, when new price limits take effect and old price mappings in your rostering or billing system are not updated. It also occurs when the wrong day-type item is used - for example, claiming a weekday rate when the service was delivered on a Sunday, or using a standard rate when the remote loading should have been applied. Fix the unit price on the affected rows and resubmit only those rows.
My claim says duplicate - what happened?
The portal detected a claim that matches one it has already processed. Duplicates most often occur when a coordinator re-uploads the original file after believing it failed, when in fact the original claims went through successfully. The portal's duplicate detection looks at the combination of NDIS number, support item, date range, and provider. If these match an existing claim it will reject the new one. Before re-uploading anything, check View Submitted Requests to confirm whether the original claims are sitting as Approved or Paid. If they are, do not resubmit. If the original run genuinely failed and the duplicate error is unexpected, contact the NDIS provider helpline - there may be a system-level duplication or a data issue on the portal side.
What is the NDIS bulk payment cut-off date?
The NDIA processes payments on a monthly cycle. The practical cut-off is the last business day of the month - claims submitted and approved before that date are typically included in that month's payment run. The most critical cut-off in the financial year is 30 June. Participant plans and service bookings expire at the end of their plan period, and many align to the financial year. Any unsubmitted claims against a plan that ends 30 June cannot be claimed after the plan expires - the funding lapses. End-of-financial-year is the highest-risk period for missed revenue. Submit all claims for expiring plans well before 30 June, not on the day.
Can I claim a short notice cancellation via bulk payment?
Yes. Set ClaimType to CANCELLATION. Set CancellationReason to NSCC for a short notice cancellation (participant cancelled with less than two clear business days notice, or seven days for certain support types) or NSDH for a no-show (participant did not attend without any notice). Use the same SupportNumber as the originally scheduled service. You may claim up to 90 percent of the agreed support price. Many providers do not claim cancellations at all, or claim them incorrectly by leaving CancellationReason blank, which causes the row to fail. Both NSCC and NSDH are legitimate claims and are an important part of protecting your organisation's revenue when participants cancel at short notice.
Teiro handles NDIS bulk payment requests automatically
Generate a ready-to-upload NDIS bulk payment request CSV directly from your Teiro schedule. Support item codes, price limits, and ABN validation are applied automatically - no spreadsheets required.
No lock-in. No setup fee.
Support item data sourced from the NDIS Pricing Arrangements and Price Limits 2025‑26, published by the National Disability Insurance Agency. Licensed under CC BY 4.0. Always verify against the current NDIS Pricing Arrangements before submitting payment requests to the portal. Teiro does not guarantee the accuracy of this data.