Getting paid on Careseekers is straightforward as long as you follow a few simple steps. This guide explains how the payment process works, what the payment terms are, how to check invoice statuses, and what to do if a payment is delayed.
Submit Your Invoice Straight After Every Shift
The most important thing you can do to help ensure you are paid on time is to submit your invoice immediately after every shift.
Do not wait until the end of the week or until you remember later.
Submitting your invoice straight away helps because:
- your client can approve the shift while it is still fresh in their memory
- there are fewer delays caused by missing information
- your payment can be processed more quickly
- your records stay accurate and up to date
A simple routine can help keep everything organised:
- finish your shift
- submit your hours
- complete your shift notes
This only takes a few minutes and helps avoid payment delays.
What Are the Payment Terms on Careseekers?
Under the Careseekers Terms and 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.
The Careseekers accounts team monitors payments and works to help ensure invoices are processed on time.
All clients are made aware of these payment terms when joining the platform.
How to Check the Status of Your Invoice
If you are waiting for payment, the first step is to check the status of your invoice in your Careseekers account.
Step 1: Go to Job Reports
Log in to your Careseekers account and open the Job Reports section.
Step 2: Check the Job Report Status
Submitted
If the status shows Submitted, your client has not yet approved the job report.
Payment cannot be processed until approval occurs.
In this situation:
- contact your client through the Careseekers messaging system
- confirm they have seen the submitted job report
- ask them to approve the shift if appropriate
Job reports are automatically approved after 7 days if the client has not approved them sooner.
Approved
If the status shows Approved, an invoice has been generated and sent for payment processing.
Depending on the funding arrangement, the invoice may be sent to:
- the client directly
- a plan manager
- a Support at Home provider
- the NDIA
How to Check if an Invoice Has Been Paid
To check payment progress:
- go to the Remittances section in your Careseekers account
- locate the relevant invoice
- review the payment status
If the invoice shows as paid, allow up to 2 full business days for the funds to appear in your bank account.
Bank processing times can vary between financial institutions.
When Is an Invoice Considered Overdue?
An invoice becomes overdue on day 15 after submission.
If 14 days have passed and payment has not been received, contact the Careseekers accounts team for assistance.
Include:
- your invoice number
- your client’s name
- the date the job report was approved
The accounts team will investigate and assist where possible.
When Should You Contact the Accounts Team?
Before contacting the accounts team:
- check the invoice submission date
- review the job report status
- confirm whether the 14-day payment period has passed
The accounts team is generally unable to follow up on invoices that are still within the standard payment timeframe.
How Different Funding Types Affect Payments
Payment processing can vary slightly depending on how a client’s support is funded.
Private Clients
Private clients pay directly through the platform within the standard payment terms.
Self-Managed NDIS Participants
Self-managed participants pay directly.
Once payment is received, Careseekers transfers funds to the support worker, usually within 1 business day.
Plan-Managed NDIS Participants
Invoices are sent to the participant’s plan manager for processing.
Payment timeframes can vary between plan managers, but standard payment terms still apply.
Agency-Managed NDIS Participants
Invoices are processed through the NDIA.
The Careseekersaccounts team monitors these payments closely.
Careseekers is a registered NDIS provider.
Support at Home Clients
Invoices for Support at Home clients are generally sent to the client’s aged care provider for payment processing.
Careseekers is not a registered aged care provider.
Tips to Help You Get Paid Faster
Support workers can help reduce delays by:
- submitting job reports immediately after shifts
- ensuring invoice details are accurate
- keeping records organised
- communicating clearly with clients
- checking invoice statuses regularly
Most payment delays happen because job reports have not yet been approved or invoice information is incomplete.
Frequently Asked Questions
How Long Do Clients Have to Pay an Invoice on Careseekers?
Clients have 14 days from invoice submission to approve and pay invoices under the Careseekers Terms and Conditions.
What Happens if My Client Does Not Approve My Shift?
If a job report is not approved by the client, it will automatically approve after 7 days.
How Do I Check if My Invoice Has Been Paid?
You can check payment statuses in the Remittances section of your Careseekers account.
When Should I Contact the Accounts Team?
You should contact the accounts team if your invoice is overdue after the 14-day payment period has passed.
Why Hasn’t My Payment Arrived Yet?
Payment delays can happen if:
- a job report has not been approved
- invoice information is incomplete
- payment processing is still underway
- bank transfer clearance times apply
How Long Do Bank Transfers Take After Payment?
Once marked as paid, funds may take up to 2 full business days to appear in your bank account.
Do Different Funding Types Affect Payment Processing?
Yes. Payment processing can vary depending on whether the client is privately paying, self-managed, plan-managed, agency-managed or using Support at Home funding.
Who Do I Contact About an Overdue Invoice?
If your invoice is overdue, contact the Careseekers accounts team and include your invoice number, client name and approval date.
Read: How to Become an Independent Support Worker in Australia
Read: Do Support Workers Need an ABN?
Register To Become An Independent Care & Support Worker With Careseekers
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