Support at Home Billing & Claiming (API)

Overview

This guide walks through the end-to-end process for billing and claiming Support at Home (SAH) funding in Lumary via the Services Australia API. The process involves four key stages:

1. Running a SAH extract
2. Creating an invoice in Services Australia
3. Submitting the invoice for approval
4. Submitting a claim and receiving payment

Step 1: Run a SAH Extract

To begin, you need to generate an extract containing the services you want to invoice.

1. Navigate to the Lumary Extracts tab and create a new extract.
2. Set the Extract Type to SAH.
3. Choose the relevant Service Delivery Branch/Site.
4. Set the Start Date and End Date for the period you are invoicing.

Optional filters: You can also narrow the extract to a specific client and adjust the date range as needed.

Once your parameters are set, click Create Extract to run the extract. It will appear in the extracts list at the bottom of the page once complete (You can click Refresh List to load the list as required).

Step 2: Create an Invoice

Once you have created the extract, you can review the associated contents. You will see:

• Invoice Items — the services delivered for the selected period.
• Amendment Items — any amendments to previously submitted Invoices/Claims.
• Services Australia Messages — responses from the API (will be empty until the invoice is created with Services Australia).
• Invoice Details (right-hand panel) — showing the current invoice status and the External Reference ID, which defaults to the Extract name (i.e. EXT-001514)

Once you have reviewed the extract and confirmed the items are correct, you can create the invoice in Services Australia.

1. From the top of the extract page, click the Create Invoice button.
2. Lumary will send the data to Services Australia via the API and create an invoice on their system.

When successful, Lumary will update the extract with:

• The SvA Invoice ID returned from Services Australia.
• Invoice items updated to a status of Pending Processing.
• Confirmation messages appearing in the Services Australia Messages section.
• The SvA Invoice Status updated in the Invoice Details panel.

The invoice is now open in Services Australia and ready for submission.

💡 Note: At this stage, if any items are missing required information (such as attachments or mandatory data fields), they will be flagged before the invoice can proceed.

These items will appear in a related list named ‘Further Information Required’ and will likely be as a result of an Attachment being required.

💡 Note: At this stage, attachments are not processed via the API and would need to be uploaded manually into SvA for each invoice item manually. This should all be completed prior to submission to ensure no delays. 

Resolving Invoice Errors

If an error occurs during invoice creation, an error message will appear at the top of the extract page. A corresponding error message will also be recorded in the Services Australia Messages list.

A common example is a client not being approved for a particular service. Review the error message, correct the underlying issue, and then click Create Invoice again to resubmit.

Step 3: Submit the Invoice

Once the invoice has been created and is showing as open in Services Australia, the next step is to Submit it for approval.

1. From the top of the extract page, click the Submit Invoice button.
2. Lumary will send the submission request to Services Australia via the API.

When successful, the SvA Invoice Status will update to Ready to be Claimed.

💡 Note: You can create and submit multiple invoices to Services Australia, but you can only have one open claim at any time. Once a claim has been submitted, you can continue to create and submit invoices but will not be able to be claimed until the current open claim is Paid and Completed.

Step 4: Submit a Claim

Submitting a claim is done from the Site record in Lumary, not from the extract.

1. Navigate to the relevant Site (Service Delivery Branch) record.
2. Click the Submit Claim button at the top of the page.
3. Lumary will communicate with Services Australia via the API and collect all invoices in a submitted/ready-to-claim state for that site, processing them as a single claim.

When the claim is submitted successfully, Lumary will create a Claim record containing:

Field	Description
Claim ID	The unique reference returned by Services Australia
Status	Initial status (e.g. Pending Approval)
Service Delivery Branch	The site the claim was submitted for
Service Provider ID	Service Delivery Branch provider ID
NAPS ID	Your National Approved Provider System ID
Extracts (Related List)	All Invoices/Extracts linked to this claim

The claim will initially show a status of Pending Approval while Services Australia calculates and processes it on their end.

⚠️ Important: Once a claim has been submitted, you cannot submit further claims until that claim has been paid and closed.

Step 5: Claim Processing & Payment

After claim submission, Lumary runs a background process that regularly checks with Services Australia for any updates to the claim's status. No manual action is required during this stage.

The claim status works as follows:

1. Being Calculated - The claim is being calculated
2. Pending approval - The claim is pending approval
3. Cancelled - The claim has been cancelled/rejected
4. Approved - The claim has been approved for payment
5. Completed - The claim is paid

Once the claim has ‘Completed’:

1. Lumary automatically retrieves the corresponding Payment Statement
2. Payment Item Records Created — Lumary generates Payment Item records linked to the claim, one for each line in the payment statement.

Understanding Payment Item Records

Each Payment Item represents a single transaction line from the payment statement. Linked to each Payment Item are one or more Payment Item Budget records, which break down how the payment is funded across different budget sources.

Budget types may include:

• Ongoing funding / Services Budget
• Commonwealth Unspent Funds
• Care Management Pool
• AT/HM (Assistive Technology / Home Modifications) Funding
• Other short term funding pathways.

Each Payment Item record stores the following details:

Field	Description
Invoice Amount	The total amount paid for this Invoice Item
Individual Contribution Amount	The client's contribution toward this item
Compensation Reduction	Any reduction applied
AT/HM Reduction	Assistive technology or home modification reduction
Fee Reduction	Any fee reduction applied
Payment Determination	The initially determined payment amount
Final Determination	The final confirmed payment amount

You can navigate to a Claim record and view the linked Extracts and Payment Items in the Related section to get a full picture of what was claimed and how payment was applied.