Batch invoicing is now smarter. When creating invoices in bulk, CoordHub now automatically filters to NDIA-managed participants and shows the dollar amount for each invoice before you confirm — no more guessing what you’re about to send.
Register exports are live. Download PDF and CSV exports of your Risk Register, Supervision Register, Training Register, and CAPA Register directly from the Reports section — audit-ready in one click. Each PDF is formatted to go straight into an evidence pack.
Budget forecasting overhaul. The budget forecast table now shows unsubmitted activities in a separate column so you can see work that’s been done but not yet billed. Burn rates are now weighted by participant allocation, all columns are sortable, and you can export the full table to CSV.
NDIA payment runs. CoordHub now tracks NDIA bank EFT payments and matches them to your submitted PRODA claims automatically. View reconciled and unmatched payment runs under Finance → Payments.
Write-off workflow. You can now write off an invoice in CoordHub with a reason recorded in the audit trail — useful for irrecoverable amounts or small rounding differences that aren’t worth chasing.
NDIS cancellation codes. When cancelling an activity, CoordHub now captures the correct NDIS cancellation reason — short notice, no show, within 2 business days — and applies the right claim type automatically when you export to PRODA.
Billing calculator and correct NDIS rates. The billing engine now uses the exact NDIS Price Guide rates for 2025–26, applies the correct travel cap rules, and recalculates duration automatically when you adjust start and end times. Activity amounts can no longer be manually overridden to a value inconsistent with the support item rate.
Partially paid claim status. Claims can now be marked as partially paid when the NDIA has processed only part of a bulk payment — useful for tracking split payment runs without losing the outstanding balance.
Document library — versioning and acknowledgements. The document control register now supports a full version lifecycle: create a draft version, edit it, then publish it as the current version. Previous versions are preserved in history. Staff acknowledgements are tracked per version — you can see who has read the current version and who hasn’t.
Evidence pack — complete coverage. The evidence pack builder now includes all registers: WHS incidents, emergency drills, data breaches, disposal records, and regulatory audits — in addition to the original four compliance registers. Download a single ZIP with formatted PDFs and document links ready for an NDIS auditor.
CAPA cross-register linkage. Corrective and Preventive Actions (CAPAs) can now be linked to records from any register — not just incidents. Link a CAPA to a supervision finding, a WHS incident, a complaint, or an audit non-conformance.
Complaints: CMP reference numbers, investigation officer, and severity. All complaints now receive a CMP-XXXX reference number on creation. You can assign an investigation officer, classify severity (low, medium, high), and filter the complaints list by severity.
Regulatory audit tracking. Log NDIS Quality and Safeguards Commission audits in CoordHub — audit type, scope, outcome, and non-conformances. Non-conformances automatically generate a linked CAPA. Upcoming audits surface on the compliance hub with reminder alerts.
Four new compliance registers: WHS, emergency drills, record disposal, and data breaches. Each register has full CRUD, history tracking, evidence attachments, and bulk CSV import. All are included in the evidence pack export.
Register review cadence. All four audit-ready registers (Risk, Supervision, Training, CAPA) now have review due dates. Overdue records are flagged with a badge. Automated email reminders go to the record owner 30 days before each review date. You can extend a review date with a documented reason.
Bulk CSV import for risks, CAPAs, incidents, and complaints. Upload historical records from your previous system using CSV templates. A dry-run preview validates every row and flags errors before you commit — including participant NDIS number resolution and staff name matching.
CAPA closure gate. CAPAs can no longer be closed without completing an effectiveness review. Before marking a CAPA closed, you must document whether the corrective action actually resolved the root cause — creating an auditable closure record.
Corporate risk register overhaul. The risk register now supports a full supersession model — updating a risk preserves the previous version in history rather than overwriting it. Risk owners are assigned by staff member. Import your existing risks from CSV with a dry-run preview.
Insurance certificate upload and auditor access. Upload your organisation’s insurance certificates directly in Settings. A new Auditor access role lets external parties view compliance records and reports without accessing participant data.
Document control register redesign. The document control register now supports source type (policy, procedure, form, template), governance fields (owner, review frequency), a visibility level, and a full version history. A new supersedes picker lets you formally replace an old document. All staff can access the Documents section from the sidebar.
OneDrive sync. Documents uploaded to CoordHub are automatically synced to your Microsoft 365 OneDrive in an NDIS-compliant folder structure. A nightly reconcile job catches any missed syncs. The sync generates a Master Document Register spreadsheet and a per-participant file index.
PACE plan support. CoordHub now supports PACE (Planning and Assessment Connected Experience) plans alongside standard NDIS plans. PACE plans use funding periods instead of annual cycles, with automatic rollover on period change. A setup wizard guides you through converting a participant to PACE.
Reports Centre. A new dedicated Reports section replaces scattered export buttons. Four reports are available: Caseload Summary, Incidents Log, Worker Screening Register, and Document Expiry. Filter by date range, coordinator, or participant. Export as PDF or CSV. An evidence pack builder generates a ZIP of compliance documents for audit preparation.
Signing reminders and reissue. CoordHub now automatically sends reminder emails when a signed document hasn’t been returned — at 7 days and 14 days after sending. Reminders can be paused or resumed per document. Expired signing links can be reissued without recreating the document.
New login design. The login page has been redesigned with CoordHub branding. MFA enrolment and verification screens are cleaner and faster to complete.
Activities v2. The activity list has been rebuilt with a virtualised view that handles large caseloads without slowing down. New features: saved view presets (My Activities, Pending Approval, This Week, This Month, and more), a density toggle, a KPI strip showing total hours and ready-to-invoice amounts, and a bulk action bar for submitting, approving, or exporting multiple activities at once — with a 10-second undo window on bulk operations.
Scope of Authority. CoordHub now formally tracks who has legal authority to sign documents for each participant. Guardians, nominees, and representatives must be verified before they can sign — with authority source documentation attached. A compliance verification queue surfaces contacts awaiting verification. The public signing page captures will-and-preference confirmation for participants subject to supported decision-making.
NDIS goal categories. Goals are now classified into the eight NDIS Outcome Domains (Daily Living, Home, Health & Wellbeing, Lifelong Learning, Work, Social & Community, Relationships, Choice & Control). Goal categories feed into NDIA progress reports automatically.
Activity enterprise controls. New controls for organisations managing a team: self-approval can be disabled so coordinators cannot approve their own activities; a stale timer cron automatically pauses timers that have been running for more than a configurable threshold; approved activities lock financial fields to prevent post-approval edits; and a summary card shows ready-to-invoice totals before you create invoices.
Caseload-scoped access. Coordinators now only see participants assigned to them. Administrators and Owners see the full organisation caseload. Caseload assignment is set on the participant Overview tab.
Participant profile — vertical sidebar navigation. The participant profile has been redesigned with a vertical sidebar replacing horizontal tabs. Thirteen sections are accessible from the sidebar: Overview, Goals, Plans, Contacts, Consent, Providers, Activities, Documents, Intake, Service Agreements, Progress Reports, Representatives, Incidents, and COI.
Activity chronology. A new Chronology view on each participant profile shows all activities, incidents, plan changes, and key events in a single timeline. The chronology can be exported as a PDF — useful for NDIA planning meetings and progress report preparation.
Per-organisation timezone. CoordHub now stores and displays all dates and times in your organisation’s configured timezone. Activity times, invoice dates, and compliance alerts all use your local time — no more UTC confusion for organisations outside NSW/VIC.
Leave management. Staff leave requests, approvals, and balances are now managed in CoordHub. Leave types are configurable per organisation. Approved leave automatically populates timesheet days. Xero Payroll AU integration syncs leave balances bidirectionally.
Funding administrator and plan manager directory. Each plan budget can now have a funding administrator (for NDIA-managed budgets) or a plan manager (for plan-managed budgets) assigned directly on the budget row. A Plan Manager directory under Finance stores all plan managers your organisation works with, including their NDIS registration numbers.
PRODA response tracking. Import PRODA payment response files from the NDIA portal back into CoordHub. Paid claims advance automatically. Rejected claims are flagged with the NDIA rejection reason. A can-invoice gate prevents you from invoicing an activity that has an unresolved PRODA rejection.
Travel billing and receipt uploads. The activity form now has a dedicated travel section — enter kilometres, travel time, and any tolls or parking. CoordHub calculates the travel amount at the correct NDIS rate and generates a separate travel line item on the invoice. Travel receipts can be uploaded directly to the activity record.
Help system. A contextual help panel is accessible from the ? button in the header. 35 articles cover all major features with role-aware content — coordinators, managers, and admins see different articles based on their role.
External supervisor support. Supervision records can now be created and signed by an external supervisor outside your organisation. External supervisors receive a scoped view of the staff member’s supervision history — no access to participant data or other staff records.
Finance module: invoicing, PRODA export, and Xero integration. Create invoices from approved activities, export NDIS claims in the PRODA 16-column format for NDIA-managed participants, and sync invoices to Xero with GL account mapping configurable per organisation.
Provider directory with Smart Match. Maintain a directory of NDIS service providers with verification status (registered, insurance, WWCC). Smart Match finds providers for a participant based on their support category needs and location. Link providers to participants from their Providers tab.
Intake assessment (28 sections). A structured 28-section intake assessment captures clinical background, vulnerability factors, home safety, legal and financial arrangements, and referral source. Completion percentage is tracked automatically. Service agreement details pre-fill from the completed intake.
Dashboard. The dashboard shows four live KPI cards (Active Participants, Pending Activities, Expiring Items, Budget Health), a compliance alert bell, and a recent activity feed. Quick Actions gives one-click access to the most common tasks.
CoordHub launched. Support Coordination case management, NDIS billing, compliance registers, and participant records — built specifically for Australian NDIS Support Coordination providers.