Why KAINDIS

The NDIA file is checked before it leaves

You export a bulk payment request, the portal rejects it, and you find out days later which lines failed and why. KAINDIS builds the file in the NDIA’s own template and refuses to produce it at all while any pending line would fail a check.

The export is the NDIA Bulk Payment Request template: 16 columns in a fixed order, with a generated filename short enough for the portal’s 20 character limit.
Export is all or nothing. Every pending line is checked against the price cap for that service date, the participant’s plan period, the current catalogue, duplicate claims, NDIS number format, valid cancellation reason codes and quantity consistency.
Plan managed and self managed supports never enter the bulk request. They are routed to a plan manager or participant invoice instead, resolved per support category, so one plan can be split across management types.
A cancelled support is only auto claimed when the participant gave fewer than seven clear days of notice with a valid NDIA reason code.
Every claim line carries a claim by date and a countdown for the 2026 ninety day submission window. You can switch the warnings on now. They apply to everyone from 1 December 2026.

Priced at the rate that applied on the day

A support delivered in June, invoiced in August at July’s price, then queried by the plan manager and re-keyed by hand. KAINDIS ships the NDIS support catalogue inside the product and prices every line at the rate in effect on the service date.

Two financial years of the catalogue ship in the product, with National, Remote and Very Remote price limits, effective dated to 1 July so a June service still resolves at last year’s rate.
The invoice line and the NDIA claim line for the same shift are priced by the same code, so the two cannot disagree.
A shift booked as weekday daytime but delivered on a Saturday or an evening is billed at the matching catalogue variant. Where the shift crosses a time band or more than one item matches, it says so instead of guessing.
A 12 hour sleepover is claimed as one unit, not twelve. Per day, per week and per month items go to manual review rather than being auto billed as hours.
When the price guide changes, draft invoices are repriced and invoices already sent move to a review queue showing the old and the corrected total. Nothing already billed is silently rewritten.
Your own service rates are checked against the cap in effect that day for your region, and rates over the cap are flagged on the pricing screen.

Shifts that carry their own evidence

A worker’s screening check lapsed two months ago and nobody noticed until the audit. A shift closed itself overnight with nothing to show anyone attended, and it got invoiced anyway. KAINDIS refuses the bookings you could not defend, and holds the ones with no evidence out of billing.

A booking cannot be created for a worker whose screening check has expired. The API refuses it, and the same check filters who the shift is offered to. It is not a warning on the form.
A shift the system auto completed with no clock in evidence is held out of billing. No claim line, no invoice, no service complete message, until an admin confirms attendance or marks a no show.
Documents attached to a shift can be marked must read. The assigned worker cannot clock in until they have opened them, and the files are cached on the device so it still works with no signal.
Accepting a shift, clocking in and out, travel, care notes, medication administration and incidents all queue on the phone with no signal and replay on reconnect. If a write is dropped for good, the worker is told which record is missing.
Clock in is GPS stamped and compared against a geofence around the service address. A worker outside the radius can still clock in, and it is recorded as an override that admins and the participant can see.
Approved leave, declared availability, the weekly hours cap and minimum breaks between shifts are warnings the roster coordinator decides on. KAINDIS does not block the booking.

Incident records that hold up later

A reportable incident starts a clock, and the register you assemble afterwards is never the one you would have built at the time. KAINDIS assesses each incident as it is filed and locks the factual record the moment it is submitted.

Each incident is assessed against the reportable categories and given a 24 hour or five business day notification deadline, counted in business days for your own state, with a queue ordered by how much time is left.
Once an incident is submitted the type, severity, time, description, immediate actions and parties involved can no longer be edited. Notes, follow up actions and resolution notes still can, so context can be added without rewriting the facts.
A support worker who files an incident cannot be the one who moves it to under review or resolved. That is refused at the API by role, not hidden on the screen.
A per participant register records authorised restrictive practices, including practice type, authorising state, behaviour support plan reference and dates, and answers whether a practice is currently authorised.
Staff attestations to the NDIS Code of Conduct and the Practice Standards are versioned per document and never re-stamped. The date on the attestation stays the date it was signed.
Staff can send feedback to management anonymously, and the platform’s own activity log is switched off for that one endpoint so a submission cannot be traced back by joining on timestamp.

Participants and nominees can check it themselves

Every question about what was billed and how much is left tends to land in your admin inbox, usually as a phone call. KAINDIS gives the participant, or the family member, guardian or nominee acting for them, a login onto the same records you bill from.

A family member, guardian or nominee is invited to their own login with their own email address, linked to the participant explicitly rather than by a coincidental email match.
A participant under 18 cannot hold their own portal login. The refusal is enforced at participant creation, at manual invite, at invitation claim and at single sign on provisioning, and it fails closed when the date of birth cannot be read.
Plan budget is shown per support category: allocated, spent, committed to confirmed bookings and what is genuinely free, with a plain line on the page saying the figures cover your services and not the whole plan.
Each invoice line is checked against the shift behind it and flagged when the rate is above the NDIS cap for that service date, above the agreed rate, or beyond the rostered hours. A participant can dispute one line rather than the whole invoice.
Easy Read is a toggle that swaps in simplified wording and larger type, and the simplified wording is itself translated. The portal runs in ten languages, with Arabic laid out right to left, on web and in the mobile app.
Any portal page can be read aloud, alongside high contrast, larger text and reduced motion. Support workers choose, note by note, whether a care note stays internal or is shared with the participant or family.