Payments and invoices — how it all works

Getting paid on Careseekers is straightforward as long as you follow a few simple steps. This article walks you through how the payment process works, what the payment terms are, and what to do if something goes wrong.

Submit your invoice straight after every shift

The most important thing you can do to make sure you are paid on time is to submit your invoice immediately after every shift — not at the end of the week, not when you remember. Every shift, straight away.

Submitting promptly means:

• Your client can approve your hours while the shift is fresh in their memory
• There are no delays caused by your end of the process
• Your payment is processed as quickly as possible

💡 Tip: Make it a habit — clock off, submit your hours, write your shift note. It only takes a few minutes and keeps everything running smoothly.

Payment terms

Under the Careseekers Terms and Conditions (www.careseekers.com.au/terms-conditions), clients have 14 days to approve and pay an invoice from the date it is submitted. This applies to all clients regardless of funding type.

Our accounts team works hard to make sure payments are made on time, and all clients are made aware of these payment terms when they join the platform.

How to check the status of your invoice

If you are waiting on a payment, check your invoice status before getting in touch with us:

1. Log in to your Careseekers account and go to Job Reports.
2. Check the status:
   • Submitted — your client has not yet approved the job report. Payment cannot be processed until they do. Contact your client directly through the messaging system as a first step. 
   • Approved — your client has approved the job report. An invoice has been generated and sent to the relevant payment provider (the client directly, their plan manager, aged care provider, or the NDIA). Job reports are automatically approved after 7 days if your client has not done it sooner.
3. Go to Remittances to check whether the invoice has been paid and when. If it shows as paid, allow 2 full business days for the funds to clear in your bank account.

What if my invoice is overdue?

An invoice is overdue on day 15 — not before. If your invoice has passed the 14-day payment window and you have not received payment, contact our accounts team at accounts@careseekers.com.au with:

• Your invoice number
• Your client's name
• The date the job report was approved

We will investigate promptly and do everything we can to get your invoice paid.

📌 Note: Our accounts team is not able to follow up on invoices that are still within the 14-day payment period — please check the date before getting in touch. If you are unsure, go to Job Reports and check when the invoice was submitted.

A note on funding types

Payment timeframes can vary slightly depending on how your client's support is funded:

• Private clients — pay directly via the platform within 14 days
• Self-managed NDIS participants — pay directly; Careseekers transfers funds to you within 1 business day of receiving payment
• Plan-managed NDIS participants — the invoice goes to the plan manager for processing; allow up to 14 days from approval
• Agency-managed NDIS participants — invoices are processed through the NDIA; our accounts team monitors these closely
• Home Care Package / Support at Home — invoices go to the client's aged care provider for payment

If you have any concerns about any of these, contact accounts@careseekers.com.au and we will help.