Approving Invoices

• You can request for invoices to be automatically approved
• You can have one person approve invoices and another person pay for them
• Any invoices that aren't approved in 7 days will automatically be approved and become invoices to pay so if the invoice is incorrect you will need to reject it before this time.

After a worker submits their invoice, you or your nominee will receive an email letting you know there is an invoice ready to approve in your account. Unapproved invoices are called job reports and have a different number from invoices.

Before you approve

Before approving a job report, check:

• the hours are correct
• the dates are correct
• the support delivered matches what was arranged
• the right person is set up to approve the invoice.

If someone else should approve invoices

You can nominate another person to receive invoice approval notifications.

To do this:

1. Log into your account
2. Go to Manage My Account
3. Go to My Account Details
4. Scroll to Invoice Nominee Details
5. Add the email address that should receive invoice approval notifications
6. Make sure that person has the login details for the account so they can approve invoices.

How to approve an invoice

To approve an invoice:

1. Open the email letting you know there is an invoice to approve
2. Log into your Careseekers account
3. Go to Dashboard
4. Go to Invoices and Approve Hours
5. Click Approve Hours
6. Click View Invoice
7. Click Approve or Approve & Pay if you are paying by credit card.

What happens after you approve

What happens next depends on who is paying.

If you are paying yourself, you can then pay by credit card or EFT / bank transfer. If a third party is paying, the approved invoice can be sent to them for payment once the hours or job report have been approved.

If a third party is paying

If an NDIS provider, plan manager or approved aged care provider is paying the invoice, add their details to your account first.

Once the worker’s hours or job report have been approved, the invoice can then be sent to that third party for payment. Some providers or plan managers may prefer you to download the invoice and send it to them directly.

If you are paying by credit card

If you want to approve and pay at the same time, click Approve & Pay.

You can also pay by card through Pending Invoices:

1. Go to My Dashboard
2. Approve the invoice
3. Open Pending Invoices
4. View the invoice amount and click PAY
5. Complete the payment using the card option
6. The invoice will then appear in Paid Invoices.

If you are paying by EFT or bank transfer

To pay by EFT or bank transfer:

1. Go to My Dashboard
2. Approve the invoice
3. Open Pending Invoices
4. Transfer the amount through your bank account and include the invoice number in the payment description
5. Click Pay Via EFT
6. The invoice will then appear in Paid Invoices.

If you pay multiple invoices in one transfer, email accounts@careseekers.com.au with the invoice numbers you have paid.

Watch this video to see how to approve invoices and nominate a new email to receive invoices

If the timesheet is wrong

Do not approve the job report if the details are incorrect.

Any invoice that is not approved within 7 days will be automatically approved and become an invoice to pay, so incorrect job reports need to be rejected before then. 

Combining multiple job reports into one invoice

If one worker has submitted multiple job reports, you can combine them into a single invoice.

Watch this video to learn how to create invoices that have multiple job reports

Frequently asked questions

Who approves invoices on Careseekers?

You or your nominee approve invoices in your account after the worker submits them.

What is the difference between a job report and an invoice?

A job report is an unapproved invoice and has a different number from the final invoice.

Can someone else approve invoices for me?

Yes. You can add an invoice nominee in your account details so they receive approval notifications.

What happens if I do not approve an invoice?

If it is not approved within 7 days, it will be automatically approved and become an invoice to pay.

Can I approve and pay by credit card at the same time?

Yes. You can use Approve & Pay when approving the invoice.

Can I combine more than one job report into one invoice?

Yes. Multiple job reports from the same worker can be combined into a single invoice.

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