What is AR Module?

Why the AR Module exists

Quickclaim already processes billable data for NDIS and Support at Home. Before AR, that data was sent straight into a finance system to handle invoicing and payment.

That hand-off is not simple. Issuing invoices, applying credits, receiving money, depositing it to the right account, and settling invoices all need a dedicated accounts receivable layer.

The AR Module is that layer. It is a finance function inside quickclaim, focused on accounts receivable.

It is built as a shared module, independent of NDIS or Support at Home. Any receivable should be able to live here: NDIS invoices, Support at Home invoices, and later private or other service invoices as well.

Where it sits

1. Claiming and billing finish in the NDIS or Support at Home modules.
2. Billable data enters AR as an invoice.
3. AR manages the invoice, credits, payments, deposits, and settlement.
4. If you use a finance system, AR can sync with it. Bank feeds and bank reconciliation stay in the finance system, not in qiuckclaim.

Core concepts

These objects sit behind every AR screen.

Person

A person is who receives the service.

NDIS and Support at Home use different names for this: NDIS uses participant, Support at Home uses care recipient. AR uses person so the module can work for both schemes.

Today a person is linked to a participant or a care recipient in qiuckclaim. You can set whether they receive invoices and statements by email, by post, or both.

Financial contact

A financial contact (payer) is who pays for the service.

The person and the payer are not always the same. For example, a child receiving physiotherapy is the person. A parent who pays the invoice is the financial contact.

Fund account

A fund account is the umbrella for a person’s invoices, payments, and balances. Every invoice belongs to a fund account. Every payment that is used against those invoices is deposited into a fund account.

The financial contact is attached to the fund account, because that is who is responsible for paying it.

A person can have more than one fund account.

NDIS fund accounts

When qiuckclaim sends an NDIS invoice into AR, the invoice type tells AR which fund account it belongs to.

Support at Home fund accounts

A Support at Home claim can split into two invoices:

That split is why a Support at Home person typically has two fund accounts: one to track department invoices and payments, and one to track contribution invoices and payments.

Invoice

Every billable amount that enters AR arrives as an invoice.

An invoice has:

• a header — who is paying, which person it belongs to, invoice number, date, due date, invoice or credit note, payment status, due amount, legal entity, and up to 10 user fields
• invoice lines — the services delivered, rates, and up to 10 dimensions

Due amount is:

Invoice total − credits − payments = amount due

Invoices can arrive in batches. A batch does not change the finance logic. It groups invoices so you can control and transfer a day’s (or a run’s) invoices together.

Payment, deposit, and settlement

Receiving money and paying an invoice are not the same step. AR uses three stages:

1. Receive payment — money has come in from a payer. This is recorded on the Payments screen. It can also be a refund (money out).
2. Deposit — move that money onto a fund account. One payment can be split across several fund accounts. For example, one plan manager payment of $10,000 may be deposited as $1,000 to each of ten client accounts.
3. Settle — use the credit on a fund account to pay one or more invoices.

You can deposit and settle in one action when that is easier. You can also import remittance advice (PDF or Excel) instead of entering each line by hand.

If receipting happens in your finance system, AR can read those payments in through a payment API. If you receipt in AR, qiuckclaim can send a payment journal to finance so bank reconciliation still happens there.

Ledgers

Each fund account is tracked with three ledgers:

When an invoice enters AR, it is posted to a fund account as a debit. That invoice stays unpaid until settlement.

Credits, journals, and transfers

• A credit note is always tied to an invoice. It reduces what is due on that invoice.
• A manual journal is used for opening balances and other debit or credit activity that did not come from a payment.
• A fund transfer moves money from one fund account to another, for example to correct a deposit or to move reserve funds across to a usable account.

What you can do in AR today

This is the high-level feature set. Step-by-step how-to articles will sit under this page.

People and accounts

• Add a person and link them to a participant or care recipient
• Set email and postal delivery preferences
• Create and view fund accounts and financial contacts
• See a person’s summary and recent transactions

Invoices

• Receive invoices from NDIS and Support at Home claiming
• View invoice headers, lines, credits, payments, and amount due
• Group invoices in batches
• Download a branded invoice PDF, including payment instructions
• Email one invoice, email selected invoices in bulk, or auto-email invoices when they are issued
• Download a merged bulk PDF for posting

Payments

• Receive a payment or record a refund
• See undeposited payment availability
• Deposit money to one or more fund accounts
• Settle invoices from credit availability
• Deposit and settle in one action
• Import remittance advice to deposit and settle

Adjustments

• Issue credit notes against invoices
• Post manual journals, including opening balances
• Transfer funds between fund accounts

Finance

• Sync AR with a connected finance system
• Keep bank feeds and bank reconciliation in finance, not in qiuckclaim

How to use this section

Use this page to understand what AR is and why the objects are named the way they are.

How-to articles:

• AR Invoice — invoice structure, user fields, dimensions, and PDF setup
• AR Payments — receive a payment and deposit it to fund accounts

Further how-to pages will cover adding a person, sending invoices, settling invoices, credits, and journals.