Caresquare uses QA warning icons in the Invoice QA view to highlight potential issues that may need to be reviewed before an invoice is approved or submitted for claiming.
These alerts can relate to budget, approvals, provider or participant information, claim rules, NDIS registration, invoice details, and other compliance checks.
QA Warning | Icon | What it means |
Overlapping Lines | 
| Another invoice for the same participant and provider has line items with overlapping service dates. |
No Budget Data | 
| No budget or plan information is available for the participant. |
Budget Issues | 
| One or more line items have insufficient budget or do not match a budget category. |
Requires Approval | 
| The invoice requires participant approval before it can proceed. |
Approval Requested | 
| Approval has been requested and is currently pending. |
Approval Rejected | 
| The participant has rejected the invoice. A rejection reason may also be displayed. |
Invoice is over 90 days old | 
| The invoice or earliest service date is more than 90 days old. Please verify that it is still valid for claiming. |
Check funding period | 
| One or more service dates are from a previous funding period. |
SIL/STA | 
| Supporting documentation may be required because the invoice contains SIL or STA support items. |
Possible duplicate | 
| A similar invoice has been detected in Caresquare. |
Provider limit exceeded | 
| The invoice exceeds the provider's payment limit. |
Flagged provider | 
| The provider has been flagged. A flag reason or additional information may be displayed. |
Claim errors found | 
| One or more line items have failed an NDIS claim or business-rule validation. |
Custom rule violated | 
| The invoice has triggered an organisation-defined custom QA rule. |
Provider compliance decision | 
| The provider appears on the NDIS Commission compliance register. This may relate to a banning order or other compliance decision. |
Flagged participant | 
| The participant has been flagged. A flag reason may be displayed. |
Reimbursement | 
| The invoice has been identified as a reimbursement invoice. |
Possible reimbursement | 
| The invoice may be a reimbursement because the amount due is less than the invoice total. |
Budget allocation violated | 
| One or more provider budget allocation rules have been violated. |
Spending limit exceeded | 
| One or more provider spending limits have been exceeded. |
Check GST | 
| The provider's GST registration could not be confirmed. Verify before approving. |
Check bank account details | 
| Bank details on the invoice are missing, incomplete, or do not match the provider's recorded bank details. |
Check balance | 
| The amount due may differ from the invoice total. Verify the balance before proceeding. |
Check early childhood | 
| The invoice may relate to early childhood supports. Verify the support category and documentation. |
First time provider for participant | 
| This is the first invoice from this provider for the participant. Verify the service relationship. |
NDIS Not Registered | 
| The provider is not registered for the NDIS groups required by the invoice. |
NDIS Expired | 
| The provider's NDIS registration has expired for one or more groups required by the invoice. |
NDIS Partial Reg. | 
| The provider is not registered for all NDIS groups required by the invoice. |
SIL Grace Period | 
| The provider is not registered under the new SIL group 0138, but is currently within the grace period until 1 October 2026. |
In Caresquare, warnings can appear at two levels: the invoice level and the individual line item (claim) level,
Invoice-level warnings apply to the entire invoice. These are general warnings that may not relate to any specific line item.
Claim-level warnings apply only to the specific line item they are attached to. They reflect issues found within that individual claim, independent of any other line items on the invoice.
For additional flags and a breakdown of where to find them and their category level, please see the table below. These are some examples and are not limited to the flags listed.
Warning/s Flags | Category | Where to Find |
Check bank account details | Invoice-level warning | Invoice QA Warning |
Check dates | Invoice-level warning | Invoice QA Warning |
Check early childhood | Invoice-level warning | Invoice QA Warning |
Check funding period | Invoice-level warning | Invoice QA Warning |
Check GST | Invoice-level warning | Invoice QA Warning |
Check item code | Invoice-level warning | Invoice QA Warning |
Check Provider | Invoice-level warning | Invoice QA Warning |
Check SIL/STA | Invoice-level warning | Invoice QA Warning |
Check total | Invoice-level warning | Invoice QA Warning |
Claim errors found | Invoice-level warning | Invoice QA Warning |
Custom rule violation | Invoice-level warning | Invoice QA Warning |
First time provider for participant | Invoice-level warning | Invoice QA Warning |
Flagged participant | Invoice-level warning | Invoice QA Warning |
Flagged provider | Invoice-level warning | Invoice QA Warning |
Missing invoice number | Invoice-level warning | Invoice QA Warning |
Missing participant | Invoice-level warning | Invoice QA Warning |
Missing Xero contact | Invoice-level warning | Invoice QA Warning |
Multiple participants found | Invoice-level warning | Invoice QA Warning |
Multiple providers found | Invoice-level warning | Invoice QA Warning |
Possible duplicate | Invoice-level warning | Invoice QA Warning |
Provider limit exceeded | Invoice-level warning | Invoice QA Warning
|
Warning/s Flags | Category | Where to Find |
Approval Requested This invoice is pending approval. | Invoice-level warning | Invoice Banner (when you open the Invoice) |
Check funding period One or more service dates are from a prior funding period | Invoice-level warning | Invoice Banner (when you open the Invoice) |
Hold Reason | Invoice-level warning | Invoice Banner (when you open the Invoice) |
No Budget | Invoice-level warning | Invoice Banner (when you open the Invoice) |
Participant is flagged with reason: [flag_reason] | Invoice-level warning | Invoice Banner (when you open the Invoice) |
POSSIBLE DUPLICATE A similar invoice has been detected in the system | Invoice-level warning | Invoice Banner (when you open the Invoice) |
Provider is on [participant_name]'s approval exclusion list. | Invoice-level warning | Invoice Banner (when you open the Invoice) |
Rejection Reason [rejection_reason] | Invoice-level warning | Invoice Banner (when you open the Invoice) |
Requires Approval This invoice requires approval | Invoice-level warning | Invoice Banner (when you open the Invoice) |
Rule Violation(s) [message] | Invoice-level warning | Invoice Banner (when you open the Invoice) |
SIL/STA Supporting documentation may be required. | Invoice-level warning | Invoice Banner (when you open the Invoice) |
You flagged this provider for (reason) | Invoice-level warning | Invoice Banner (when you open the Invoice) |
Warning/s Flags | Category | Where to Find |
ALLOCATION rule exceeded - There is no remaining budget for this provider | Individual line item (claim) level warning | Claims Flags |
Cannot claim line item that is less than 0 | Individual line item (claim) level warning | Claims Flags |
Claim has already been attempted for line item | Individual line item (claim) level warning | Claims Flags |
Insufficient budget for line item | Individual line item (claim) level warning | Claims Flags |
Invalid ABN - checksum validation failed | Individual line item (claim) level warning | Claims Flags |
Invalid service item number: {service_item_number} | Individual line item (claim) level warning | Claims Flags |
Invalid unit price or quantity for line item | Individual line item (claim) level warning | Claims Flags |
LIMIT rule exceeded between participant and provider | Individual line item (claim) level warning | Claims Flags |
Line item does not fall within budget dates | Individual line item (claim) level warning | Claims Flags |
Line item does not fall within budget dates | Individual line item (claim) level warning | Claims Flags |
Line item does not fall within plan dates | Individual line item (claim) level warning | Claims Flags |
Line item does not fall within service booking dates | Individual line item (claim) level warning | Claims Flags |
Line item exceeds service booking remaining amount | Individual line item (claim) level warning | Claims Flags |
Line item is missing GST code | Individual line item (claim) level warning | Claims Flags |
Missing participant number for invoice | Individual line item (claim) level warning | Claims Flags |
No budget found for participant | Individual line item (claim) level warning | Claims Flags |
No item catalogue match found for service item with service region {service_region_id} | Individual line item (claim) level warning | Claims Flags |
No service booking found for participant | Individual line item (claim) level warning | Claims Flags |
No support category match found for service item | Individual line item (claim) level warning | Claims Flags |
Service date from is greater than service date to for line | Individual line item (claim) level warning | Claims Flags |
Service date from is in the future for line item | Individual line item (claim) level warning | Claims Flags |