How IT Visions Cracked Complex Payment Matching for a Leading Mobility Hire Company
Fixing Payment Headaches in Mobility Hire
When one of Australia’s large independent mobility hire provider asked us to help, they had a familiar headache: government funders would send a single EFT to cover many clients and invoices. Finance then spent days untangling who paid for what, chasing short-pays, and explaining adjustments to auditors. Month-end dragged; cash sat in suspense.
If you work in mobility hire, you know the culprits. The NDIS encourages providers to claim in bulk via the myplace portal, with a remittance file later detailing which line items were paid, partially paid, or rejected. The Department of Veterans’ Affairs (DVA) issues electronic remittance advices for direct credit payments. Great in theory—manual in practice without the right system.
The Brief
Allocate one bank deposit to many customers/invoices—automatically.
Handle partial pays, rejections, reversals, and duplicates without spreadsheets.
Strengthen audit and compliance for funder queries and year-end.
Do it inside their Hire/ERP, alongside inventory, serialised assets, and recurring hires.
The IT Visions Approach
We implemented our Mobility Hire & Sales solution, purpose-built to streamline mobility rentals and sales, including Multi-Customer Payment Matching. That meant the client could ingest a single payment and reconcile it across multiple customers and locations—within one workflow.
Funder-aware receipting
Incoming deposits are tagged to the right payer (NDIS, DVA, etc.). The team imports the associated remittance/CSV and our engine auto-suggests allocations down to the line. For NDIS, we read the bulk remittance structure; for DVA.
Line-level matching rules
Exact keys: invoice/claim IDs where present.
Tolerance handling for short-pays.
Built-in compliance & audit trail
Every allocation stores who matched what, when, and why, with the original remittance attached. That makes reconciling NDIS bulk payments (including partial/failed lines) and evidencing DVA remittances straightforward.
One platform, fewer moving parts
Because payment matching runs inside the same system that manages recurring hires, inventory & replenishment, and serial item tracking, the operational picture is complete—from item availability to financial close.
What changed for the customer
Reconciliation time collapsed from days to a quick daily routine—no more tab-hopping between bank portals, spreadsheets, and shared drives.
Accuracy jumped thanks to deterministic matching and guardrails for partial/duplicate lines.
Compliance got easier with funder-specific audit trails and attached remittances.
Teams work faster: recurring hires generate automatically; inventory and serial tracking keep billing in lockstep with what’s actually on hire.
Why it worked
Designed for mobility hire: the workflows reflect how your industry operates, not a generic ERP template.
Aligned to Aussie funders: the system understands NDIS bulk payment requests and DVA remittance practices, reducing manual interpretation.
Local expertise & support: developed in Australia with on-shore support across AU & NZ, so questions get answered in your timezone.
Thinking about taming complex payments or Mobility Hire — and Any Business Dealing with Bulk Remittances?
If your finance team is still stitching together NDIS remittances and DVA advices by hand, it doesn’t have to be that way. IT Visions can bring multi-customer payment matching and mobility-specific workflows to your Hire/ERP—so you reconcile faster, bill more accurately, and pass audits without the scramble.
While built for the realities of mobility hire, the same engine is now available to any industry where a single bank deposit must be allocated across many customers and invoices.
Let’s chat!
Want to know more about how IT Visions can support your business when it comes to complex payments and bulk remittances? Contact us today and we will be in touch!
For more information on IT Visions Mobility Hire & Sales solution please click here.
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Media enquiries: Marc Carswell | Email: marc@itvisions.com.au
About IT Visions
Developed in Australia with local expertise, IT Visions is a fully customisable software solution suite designed with your business in mind.
