Practice systems
Splose Xero integration and the NDIS lump sum
Splose moves invoices, payments, contacts, tax rates and tracking categories between itself and Xero in both directions, so a payment reconciled in Xero comes back to the invoice in Splose. It does not split a funder deposit. For an NDIS run its own guide sends you to Xero to reconcile the lump sum from the remittance, then back to Splose to mark the run finalised.
Key facts
- Direction
- Two way for invoices, payments, contacts, tax rates and tracking categories1
- The one way row
- The chart of accounts is shared from Xero to Splose, and not back2
- What triggers an invoice sync
- A payment applied, or the invoice marked as sent. A draft invoice stays put1
- Accounts to set first
- One default account for invoice items and one for payments, before the sync runs1
- Workspaces and organisations
- One workspace to one Xero organisation, and that organisation to one workspace1
- Tracking categories
- Assigned to locations and practitioners, applied when an invoice is emailed or marked as sent3
- Xero's category limit
- Two active tracking categories, which location plus practitioner uses up3
- The NDIS lump sum
- Reconciled in Xero from the remittance, then the claim run is marked as finalised4
- Marking a batch paid
- Splose states that several invoices cannot be marked paid in bulk, so payments go on one at a time unless an integration applies them4
What moves, and which way
Two way is the right description, and it is worth being exact about what it covers. Splose's setup article lists invoices, clients and contacts, payments, the chart of accounts, tax rates, discounts and tracking categories as the data that moves between the two systems. The Xero App Store listing splits that same list by direction, and one row on it turns out to run one way.
The account row is the useful one. Xero holds the chart, Splose reads it, and the mapping a practice sets in Splose points at accounts that already exist in the file. So the question of which account a line of allied health revenue belongs in is settled in Xero and in the mapping, not by anything the sync decides.
When an invoice actually syncs
An invoice is synced with Xero when a payment is applied or marked as sent. An invoice won't be synced while it is in the draft status.1
That one sentence answers most of the questions a practice asks in the first month. An invoice raised this morning and left in draft is not in Xero, and it is not missing either. A batch of NDIS invoices created for a claim run behaves the same way: until they are sent or paid, the Xero side shows none of them, and the debtors list a practice manager checks on Friday is short by the whole run.
Two default accounts have to be set before any of this happens: one for invoice items and one for payments, which Splose describes as a bank or clearing account. The second choice is the one that decides how a funder deposit looks later, and it is worth making deliberately rather than accepting the first account offered.
What the two way path buys you
The payback for a two way sync is the loop closing without anyone retyping. A payment applied in Splose reaches Xero, and a payment recorded against the invoice in Xero comes back the other way, so the invoice does not sit open in one system and closed in the other. Splose's marketing page puts it as invoices being paid and automatically reflected in Splose.
The limit is that the loop runs one invoice at a time. Splose's own NDIS article states that several invoices cannot be marked paid in bulk, and that payments go on each invoice individually unless an integration applies them. A funder run is many invoices and one deposit, which is where the shape of the two systems stops matching the shape of the money.
Credits are the documented break in the loop. All credits have to be created in Splose first, because an overpayment created in Xero does not create a credit in Splose. Applying one to a later invoice syncs both ways, but voiding a credit does not, so a void has to be done in Splose and in Xero.
One workspace, one Xero organisation
Each splose workspace can be linked to one Xero organisation, and each Xero organisation can only be linked to one splose workspace.1
A practice running two entities out of one diary has to choose which entity the sync serves. The second set of books is then kept outside the integration, or the practice splits the workspace. It is the same constraint most practice systems carry, and it is easier to plan for at setup than to unpick after a year of postings.
Tracking categories, and what they use up
Splose is one of the few systems in the set that carries Xero tracking categories natively. A category created in Xero is assigned to a location and to a practitioner in Splose, and it travels with the invoice when the invoice is emailed or marked as sent.
The catch is Xero's own limit, which Splose's article restates: a file can have two active tracking categories. Location and practitioner is exactly two. Whatever else a practice might have wanted to track, funder among them, has to live somewhere other than a tracking category.
That is why the funder ends up in the account code. A consultation billed to a private patient and the same consultation billed under a plan are different rows in the profit and loss because the payer decides how the money arrives and what has to be proved about it, and there is no third category left to carry the distinction.
The NDIS run, step by step
Splose documents a full bulk upload workflow for agency managed NDIS claims, and it is the part of the integration where the Xero side does real work rather than watching. The steps in the article run in this order.
- Tag the NDIS clients, so the batch picks up the right people.
- Create the invoices through batch invoicing.
- Generate the bulk upload file from the reports section.
- Export the CSV and submit it to the NDIS myplace provider portal.
- Download the payment results from the portal and upload them back into Splose.
- Finalise the run, either by applying payments in Splose or by reconciling in Xero first.
The file itself is the bulk payment request template, sixteen columns in a fixed order. ClaimReference is the sixth of them, an optional free text field for the provider's own reference, and it is where a practice system puts the invoice number. That reference is what the money comes back attached to, which matters more than it sounds.
Reconcile the lump sum first, then finalise
If you are using the Xero integration, reconcile the lump sum payment from the NDIS in Xero using the NDIS remittance PDF.4
Then the run is marked as finalised in Splose, and the article is explicit that no payments are applied there because they have already been applied through the Xero reconciliation. Read in order, that is a vendor telling a practice that the settlement of a funder run is a Xero job, and that Splose will follow whatever Xero says once it is done.
What that one bank line has to absorb
A remittance is not a list of your invoices. It is a list of what the agency decided about the claim lines you sent, which is a different document with a different shape, and four of its habits are what make the matching slow.
| What the remittance does | What it means for the deposit |
|---|---|
| One row per claim line, not per invoice | An invoice with several support items comes back as several rows that have to be summed |
| A system suffix on your own reference | The invoice number you sent comes back extended, so an exact text match finds nothing |
| A rejected or adjusted claim as a negative or zero dollar row | The deposit is smaller than the run of claims sent, and the difference is not a matching error |
| Accepted payments that sum to the deposit exactly | The remittance total is the check: a total that misses the bank line means a row has been read wrong |
| Plan manager runs keyed by their own reference | The claim reference on the remittance may not carry your invoice number at all |
None of that is visible from inside Splose, because Splose has handed the deposit to Xero by this point. It is visible in the remittance, and the practice reads it there. The funder side of the same job is covered on the NDIS agency managed page and, for plan managers, on the plan managed page.
Where the splitting happens, system by system
Every practice system answers one question about a bulk funder deposit: who splits it, and where. Splose answers it by handing the split to Xero and asking for the result back. Two of its neighbours answer it differently, and the difference is the whole of the month end job.
| Direction | What one bulk deposit becomes in Xero | Where the splitting happens | |
|---|---|---|---|
| Splose | Two way | One lump sum on the bank feed, against claim invoices already synced to Xero | In Xero, from the remittance, then the claim run is marked as finalised in Splose |
| Cliniko | One way, into Xero | One payment across many invoices becomes many separate Xero payments | In Xero, by hand, through Find and Match |
| PracSuite | One way | One invoice per payment method per day, with provider numbers on the scheme totals | In PracSuite, before the totals reach Xero |
| Zanda | A manual batch export into Xero, with a Beta import of reconciled payments coming back | A batch of payments exported against a clearing account | In Xero, by a receive money entry coded to the clearing account |
Cliniko sends the payments across and lets Xero's Find and Match do the joining. PracSuite does the splitting on its own side and sends totals. Splose sits between them: the invoices are already in Xero, so the deposit meets a set of open invoices rather than a set of payments, and the person holding the remittance decides which ones it closes.
The two legs of the posting
Once the deposit is being posted rather than matched, there are two legs to keep apart, and mixing them is how a funder run ends up at the wrong tax rate.
The revenue leg was settled when the service was billed. Its account and its tax rate follow from what the service was and who funded it: a listed health service delivered as appropriate treatment is GST free, and a report written for a third party is taxable, whoever pays.
The settlement leg is a different thing. A clearing account holds money that has already been earned and already posted as revenue, so in every canonical template that leg posts as BAS excluded and carries no tax consequence of its own. Keeping the two apart is what lets a shortfall or a reversal be posted without touching the activity statement twice.
Where Ledger Map fits
Ledger Map holds one standing map for the practice, approved by the practice before anything posts. A billed line resolves to its account and tax rate through the funding source and the service category, and a line the map cannot resolve becomes a question with the options laid out rather than a silent posting.
For a deposit it posts one balanced document set and leaves one exact match in the bank feed. It does not auto reconcile, and it does not choose a treatment: the accounts and tax rates come from the canonical template the practice starts from, and the practice approves the map. You can read the shape of it on how it works.
There is no Splose connector today. The scope decision of 29 Aug 2026 put Zanda, Xero and Stripe in v1, so a Splose practice works through the drop zone instead: the remittance and a bank export are read there, and the recognition step is the same one a connector would feed.
Questions
Does Splose really sync both ways with Xero?
Yes, for invoices, payments, contacts, tax rates and tracking categories. A payment recorded in Xero comes back to the invoice in Splose. One row is one way: the chart of accounts is shared from Xero to Splose and not back, so the account list is maintained in Xero.
Why has my Splose invoice not appeared in Xero?
Most often because it is still a draft. Splose states that an invoice syncs when a payment is applied or it is marked as sent, and that a draft invoice does not sync. Send it or apply the payment, and check that both default accounts, one for invoice items and one for payments, are set.
How do I reconcile an NDIS lump sum when I use Splose and Xero?
Splose's own guide has you reconcile the lump sum in Xero from the NDIS remittance first, then return to the claim run in Splose and mark it as finalised, with no payments applied there because Xero has already applied them. Doing it in that order keeps the run and the bank line telling the same story.
Can Splose mark a batch of invoices as paid at once?
Not on its own. Splose states that several invoices cannot be marked as paid in bulk and that payments are added to each invoice individually unless they come through an integration such as Xero or Stripe. That is why a funder run is settled on the Xero side.
Can Splose split revenue by location and practitioner in Xero?
Yes. Tracking categories created in Xero are assigned to locations and practitioners in Splose and travel with the invoice when it is emailed or marked as sent. Xero allows two active tracking categories, so location and practitioner use both, and anything else has to be carried by the account code.
Can one Xero organisation serve two Splose workspaces?
No. Splose states that a workspace links to one Xero organisation and that an organisation can only be linked to one workspace. A practice with two entities keeps the second set of books outside the integration, or runs a second workspace against a second Xero file.
Read next
- FundersHow NDIA agency-managed payments land in Xero
- FundersPlan-managed NDIS payments in Xero
- Practice systemsCliniko Xero integration: what syncs, what does not
- Practice systemsPracSuite Xero sync: daily totals per payment type
- GST answersIs exercise physiology GST-free?
- GST answersIs NDIS income GST-free?
- HubPractice systems
Sources
Open questions
- The setup article carries no calendar date, only a relative stamp, so the date shown for that source is the date it was read.
- Splose lists payments as two way and the Xero App Store listing shows accounts as one way. Neither source says what happens when a payment is deleted or a reconciliation is undone in Xero, so that case is left off this page.
- Refunds and part payments are not named in the Splose articles read for this page, so what reaches Xero for those is not stated here. Credits are documented and are covered above.
- Splose pricing is left off. The per practitioner figure in the research corpus was not refetched in this pass.
- No Australian bookkeeper write up of a Splose and Xero file was found, so the practitioner voice behind this page rests on App Store reviews that say little about month end.
- The remittance behaviours in the table rest on secondary guides, because the agency's own remittance documentation was not reachable in the research pass.
- Neither remittance guide read for this page describes a claim line paid at the price limit or at the remaining plan budget, so what a short paid line leaves on the invoice is not stated here.
Review
Last reviewed 4 Sep 2026 by Shane
General information for Australian allied health practices, not tax advice. Confirm a treatment with your BAS agent or accountant before you post it.
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