Once a payment is received — from a plan manager, or from the NDIA via bank transfer — record it in CoordHub to keep your accounts reconciled.

​
Recording a payment manually

1

Open the invoice

Go to Finance → Invoices and find the invoice you’ve been paid for. Open the invoice detail page.
2

Click Record Payment

Click Record Payment on the invoice detail page.
3

Enter the payment details

Fill in:
  • Payment date — the date the funds arrived in your account
  • Amount received — the amount paid (may differ from the invoice total if there are rounding adjustments)
  • Payment method — bank transfer, cheque, etc.
  • Reference (optional) — any payment reference number from your bank statement
4

Save

Click Save. The invoice status updates to Paid and the payment is recorded in the audit trail.

​
NDIA payment runs

When the NDIA pays a batch of PRODA claims by bank EFT, CoordHub groups these into a payment run — a single record representing the NDIA’s payment for multiple claims. Go to Finance → Payments to see payment runs. Each run shows:
  • The EFT reference number from the NDIA
  • The total amount paid
  • The individual claims included in the payment
  • Reconciliation status (matched or unmatched)
CoordHub attempts to match NDIA payment runs to the claims in your export history automatically. If a payment run can’t be matched automatically, it appears as unmatched — review it and link it manually.

​
Xero sync

If your organisation has Xero connected, invoices created in CoordHub sync to Xero automatically. Payments recorded in Xero flow back to CoordHub to update the invoice status. If you see a sync lag, check the Xero connection status under Settings → Integrations.
The Finance overview KPI cards show live reconciliation status. “NDIA Reconciled” counts claims where an NDIA payment run has been matched and confirmed — a useful check that your PRODA submissions are being processed.

​
Reconciliation workflow

At the end of each month (or whenever an NDIA payment run arrives), follow this workflow to keep your records reconciled:
1

Check your bank statement

Identify any EFT payments from the NDIA. Each payment will have a reference number (e.g. NDIA EFT XXXXXXX). Note the date and amount of each payment run.
2

Go to Finance → Payments in CoordHub

Click Finance → Payments. The payment runs section shows NDIA payments that have been matched to your PRODA export history.
3

Match unmatched payment runs

If a payment run appears as “Unmatched” — meaning CoordHub couldn’t automatically link it to a PRODA export — click the payment run and manually select the PRODA export it corresponds to. Use the date and amount to identify the right export.
4

Record plan manager payments

For plan-managed participants, go to Finance → Invoices and find invoices that have been paid. Click Record Payment on each one, entering the payment date, amount, and payment reference.
5

Reconcile against your accounting system

If you use Xero, the Finance → Payments sync should update Xero automatically. If using another accounting system, export the payments list from CoordHub as CSV and use it to reconcile against your accounts.
What if the NDIA pays a different amount than what I submitted? The NDIA may pay a slightly different amount due to rounding at the claim level, or because some claims in the batch were rejected. Check myPlace for the payment run details — it will show which claims were paid, which were rejected, and the total. Record the actual amount received, not the submitted amount.How long does it take for NDIA payments to arrive? The NDIA typically processes bulk payment requests within 3 business days of submission. If payment hasn’t arrived after 5 business days, log in to myPlace and check the status of your bulk payment request.