Create Claims: Mailbox Ingestion

Forward invoices direct from your email inbox to Planability to scan and create a claim

Table of Contents:
Mailbox Ingestion
Forwarding Emails
Email Forwarding Rule
Mailbox ingestion - Follow up
Auto process invoices to Claims for Review

Mailbox Ingestion

Agencies can opt for an additional feature - Mailbox Ingestion

Emails are automatically forwarded from your email inbox into the Planability Bulk Import Dashboard where any attachments are scanned.  The source email can be read in the Bulk Import Dashboard and later from the Claims Details page. Emails can be forwarded on to an email address from Planability if they require follow-up from the agency.

Forwarding emails

You will be allocated a Planability email which will receive the forwarded emails. 

Emails and the scanned invoices are displayed in the Bulk Import dashboard for review.

If the email has one or more attachments which are in pdf, png, jpg, jpeg format the attachments will scan immediately. Emails with more than one scannable attachment will show in the Bulk Import dashboard as a separate line for each. The source email will be saved to each created claim.

If the email has an attachment that can't be scanned (an unsupported format) it will be sent on to a separate nominated email address to be handled manually and will not be held in the Bulk Import Dashboard. 

If the attachment is more than 30 pages, it will not scan automatically. You will need to view the attachment to verify that it is a valid invoice and then initiate the scan.

Email forwarding rule

Forwarding rules can be created from your own email configuration. 

When creating your rule, consider your current processing flow and create the rule to handle the emails appropriately.

We recommend you adjust your email signature settings to exclude your signature from forwarded emails. This way, you can easily read the email content without having to scroll past your signature each time.

an example of a forwarding rule would be:

-> Emails received to xxxx.xxxx@agencyname.com.au

-> with an attachment

-> forward to xxxxx@planability.mail

-> mark as read and move to folder / flag 

-> exclude emails from xxxxx@planability.mail (this prevents your email and planabilty email from entering into a forwarding loop)

for Outlook mail: Use rules to automatically forward messages

for Gmail: see Automatically forward Gmail messages to another account

Mailbox ingestion - Follow up

Invoices emailed into Planability also have a Follow-up feature which allows you to forward on the email to a designated email address when the email/ invoice is processed from the Bulk Import dashboard.

To use this feature:

• click on the arrow in the 'Follow up' column 
• Select to either create a claim; or to delete the item and email from Planability
• click Process. The email flagged for 'follow up' will be forwarded to the nominated email address when the claim is processed.

Auto process invoices to Claims for Review

Enable the Auto process Invoices featue on a Provider profile to automatically process claims from the Bulk Import dashboard to Claims for Review. This eliminates the need to manually select claims for processing, as they will now seamlessly move to the Claims for review section.

This enhancement reduces processing time for agencies using bulk upload and mailbox ingestion methods.

After processing to Claims for Review, navigate to Claims > Claims for Review - Bulk Import tab to review the claims prior to submitting to the NDIS.

Read: Review Claims