Annual Update to NDIS Price Book

Each year, the NDIA releases revised Pricing Arrangements and Price Limits, and it's essential that providers update their NDIS items to remain compliant. Keeping pricing current ensures accurate billing, prevents claim rejections through the NDIA portal, and supports consistent scheduling and service delivery.

In preparation for the updated NDIS Pricing Arrangements effective from 1 July, please familiarise yourself with the process below to successfully update NDIS price books within the system. This is essential to ensure accurate client billing and scheduling across Funding and Time & Attendance.

What the Update Will Do

• All items in the your NDIS price book will be updated to reflect the new NDIS pricing arrangements (once released by MYP).

• All active engagements will have their last finalised Schedule of Support (SOS) copied:

• If all items exist in the new guide → copied & finalised → applies to future rosters

• If any items are missing → copied as draft → requires manual completion

• SOS with unchanged items (e.g. Plan Managers) will not be updated.

• SOS with custom pricing or custom products will be copied as draft.

• All future shifts (from the update date) in rosters and templates will be updated with the new SOS.

How to Update NDIS Price Books

Step 1:

On July 1, navigate to Funding > Settings > Client Engagements

Step 2:

Under 'Update CRM Prices & schedules of support for all clients' click 'Update all schedules of support'. A pop-up will appear, outlining the impact of the update. 

Step 3:

Click on 'Preview' to view the changes before applying them

‼️Important Notes:

Before running the update, you MUST run a Preview.

This is a crucial step to:

• Estimate the scope of changes

• Review any potential issues

• Prepare for follow-up actions

The preview does not make changes, but provides a summary of what will happen if the update is completed.

What's in the Preview Email?

The Preview Email shows:

• Total number of products/prices to be updated, including archived items

• Summary of schedules of support (SOS) that will be:

  • Updated & finalised

    • Updated but not finalised (require manual changes)

    • Unaffected

• Number of SOS items skipped or updated 

• Item-level changes:

  • Renamed

    • Archived

    • Updated

• Clients who will continue using old prices due to SOS not being updated.

Understanding this preview will help you provide best practice guidance and troubleshoot with customers.

‼️Important Note on Mapping Issues:

If multiple identical item codes exist in the SOS, the update may misallocate mappings (e.g. units/KMs/hours). This occurred prior to the introduction of the 'Ratio' field. We recommend all users review updated rosters and templates post-update.

After running the update, an email will be sent outlining all changes made.

Step 4: Completing the Update

Once the Preview is reviewed:

• Check the box:“I confirm that I have read the preview email and that by clicking ‘Update’ I understand that irreversible changes will be made.”

• Click Update.

Please allow up to 24 hours for the update to complete. Do not queue multiple updates. Wait for the completion email before taking further action.

Frequently Asked Questions (FAQ)

Q: Will the update change the name of my products?

A: NDIS products will have their names updated to reflect the pricing arrangements. Custom products will not have their name changed.

Q: Will I still have access to old prices?

A: Yes, for invoicing date ranges prior to the update, the system will automatically adjust the price according to the prices available for that date range, dependent on there having been a price book active at the time. Old prices can still be added manually through

• CRM > Customisation > Products & Prices > Customise NDIS Price List.

Q: What if I need a product that’s no longer in the price list?

A: Add it via: CRM > Customisation > Products + Prices > Customise NDIS Price list

Q: What if I don’t want a product updated?

A: Exclude it prior to running the update via:

• CRM > Customisation > Products + Prices > Customise Price Books → Edit the product → Select ‘Exclude from NDIS Price updates’

Q: I ran the preview but prices haven’t changed.

A: The update step is still required. The preview only reports expected changes.

Q: Will it update my rosters?

A: Yes. Rosters and templates will reflect changes for updated clients. Use the preview email to identify affected rosters.

Q: I updated price books but only see one book.

A: No new books are created. Existing books are updated with new pricing from the date the update was completed.

Q: There are new NDIS items but they’re not in my book.

A: The update only changes existing items. Add new ones via:

• CRM > Customisation > Products & Prices > Customise NDIS Price list

This update process is designed to help providers make those changes efficiently across all client engagements and rosters. Please ensure you are familiar with this ahead of 1st of July.