Who can approve claims?

Administrators and office staff, on the Reimbursements page. Administrators can also approve claims in the Rostery app.

Can I reject a claim?

Yes, with a reason. The worker sees the status of the claim in the app.

Does Rostery pay the worker?

No. Rostery records and approves claims. You pay through your payroll or bank, then mark the claim as paid. Claims aren't sent to payroll or Xero automatically.

Can an expense be charged to the participant?

Not from an expense claim. The claim records the participant it relates to, so you can see what was spent for whom.

Can the office add a claim for a worker?

Yes. Office staff can create a claim on a worker's behalf on the Reimbursements page.

Yes. Export to CSV, or use the reimbursements report for totals by status, category and worker.

Which plans include expense claims?

Every plan: Starter, Growth, Scale and Enterprise.

FinanceExpense Management

Expense Management for NDIS Providers

Workers claim out-of-pocket costs from the shift with a receipt photo, and the office approves and tracks every claim until it's paid.

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A receipt on every claim
Linked to the shift
Approve in bulk
Paid status tracked

Expenses captured against clients, staff and the organisation

AI built in

Live data

Where out-of-pocket costs come from

Small amounts, but every one of them is a worker's own money.

Parking and tolls

Paid near a participant's home or on the way to an appointment.

Activity entry

Tickets for the pool, the movies or a community event.

Meals on outings

A worker's meal when supporting a participant out in the community.

Supplies

Small items bought for a shift or a group activity.

Travel

Public transport and other travel costs.

Training

Course fees and materials a worker pays up front.

Support workers pay for things on shift: parking near a participant's home, entry to an activity, a meal on a community outing. If the receipt ends up in a car door and the claim in a text message, the worker waits for their money and the office can't see what was spent or why. Rostery gives every claim a receipt, a category, a shift and a status.

How expense claims work in Rostery

From a shift in the Rostery app, the worker taps Add an expense, picks a category, enters the amount and photographs the receipt or attaches a PDF. The claim is saved against the shift and the participant, and a note of the expense is added to the shift's progress notes. Workers can also make a claim from Reimbursements in the app menu, with nine categories from travel and meals to parking, tolls and accommodation.

The office reviews claims on the Reimbursements page: approve, reject with a reason, or mark as paid, one at a time or in bulk. Claims can be filtered and searched, exported to CSV, and summarised in the reimbursements report by status, category and worker.

How Rostery handles expense claims

Claim from the shift

In the Rostery app the worker chooses a category, enters the amount and attaches the receipt. The claim records the shift and participant, and a note is added to the shift's progress notes.

Review in one queue

The Reimbursements page has tabs for pending, approved, reimbursed and rejected claims, with search. Approve or reject with a reason, one at a time or in bulk.

Track payment

Mark a claim as paid once the money has gone out. The worker sees the status of every claim in the app.

Report and export

Export claims to CSV, or open the reimbursements report for totals by status, category and worker over any date range.

Who uses it

Support workers

Claim from the shift or from Reimbursements in the app, attach the receipt and follow the status.

Office and finance

Approve, reject and mark claims paid, add a claim on a worker's behalf and export for payment.

Managers

See what is being spent, by category and worker, in the reimbursements report.

Make every claim easy to approve

Agree these with your team, and claims stop bouncing back and forth.

A receipt attached to every claim
The right category chosen
The claim made from the shift it belongs to
A short description of what it was for
Claims reviewed on a set day each week
Claims marked paid once the money has gone out

Start taking claims in four steps

1
Tell workers where
Add an expense on the shift, or Reimbursements in the app menu.
2
Review pending claims
Open Reimbursements on the web and work through the Pending tab.
3
Pay as usual
Reimburse through your payroll or bank.
4
Mark them paid
Mark the claims as paid so workers can see it.

See Expense Management on your own data

A guided demo with your participants, staff and price book. No obligation.

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Expense Management: questions

Yes. They can take a photo, choose a saved image or attach a PDF, up to 15 MB. JPG, PNG and PDF files are accepted.

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