For Australian practices and SMEs running Splose

Splose Integration and Workflow Automation for Australian Businesses

Plenty of Australian practices run Splose beautifully, then lose hours re-keying the same client, booking and invoice into their accounting system, spreadsheets and email. Yes AI builds the two way integration and automates the workflows around Splose, so records stay in sync, admin disappears, and nothing falls through the cracks.

For allied health teams, NDIS providers, clinics and service businesses that live in Splose but still copy data by hand between it and everything else.

Book a Call (03) 9003 0111

Realistic ROI

Hours/week

Admin time recovered

Double entry between Splose and your other tools disappears

Fewer errors

From re-keying data

Each record is entered once and flows everywhere it needs to

Near real time

Records kept in sync

Bookings, invoices and client details stay consistent across systems

2 to 6 weeks

To live

From discovery to a tested integration running in production

Why Automate Around Splose With Yes AI

Splose already holds the important things: your participant and client records, the practitioner calendar, clinical notes, invoices, and your NDIS and Medicare claim data. The pain starts the moment that information has to leave Splose, when someone re-types an invoice into Xero, rebuilds a claim tracker in a spreadsheet, or chases a payment by hand. We connect Splose to the rest of your tools and automate that in-between work.

Deep discovery before any code

We spend time watching how your practice actually uses Splose, from how reception books a client through to how a session becomes an NDIS or Medicare claim and then a payment. We find the exact points where someone re-keys an invoice, updates a spreadsheet, or checks a claim status by hand, and build the integration around that reality rather than a generic template.

Tuned to your process

No two Splose setups are the same. One clinic runs everything through the client portal and online payments, another lives in bulk NDIS claiming through PACE, a third splits work across several practitioner calendars and locations. We map your custom fields, your invoice and support item naming, and your claiming habits, then shape the automation to fit exactly how your team already works in Splose.

Secure and Australian

Splose holds health information about your participants and clients, which is sensitive data under Australian law. We are an Australian consultancy, and we handle it that way: encrypted connections, access limited to the exact fields an automation needs, clear logging of what moves where, and the Privacy Act and Australian Privacy Principles designed in from the first conversation rather than bolted on later.

We own the whole build

One team maps, designs, builds, tests and looks after the connection between Splose and your other systems. You are not left wiring up a brittle DIY connector that silently stops the day Splose updates a field, or juggling freelancers who each own one piece and none of the whole. When something changes, you have one number to call.

What We Connect and Automate Around Splose

Six ways we put the participant, appointment, invoice and claim records already sitting in Splose to work across the rest of your business.

Sync

Two-way sync of the right records

Participants, contact details, invoices and payments move both ways between Splose and Xero, MYOB or your spreadsheets. Change a phone number or mark an invoice paid in one place and the other follows, so your accounts and your practice management system stop telling you two different stories at month end.

Auto

Automated documents and notifications

Referral acknowledgements, welcome packs, invoices, receipts and post-session follow ups get sent automatically using the booking and participant details already in Splose, including the steps its built-in reminders do not cover. Reception stops copying names, dates and amounts into emails, and every client gets consistent wording every time.

Once

No more double entry

A participant, appointment or payment gets entered once in Splose and flows to wherever else it belongs: your accounting ledger, your NDIS claim tracker, your reporting sheet. Nobody re-types the same support item, invoice amount or client detail into three different tools and then reconciles the differences later.

Visibility

Live dashboards and reporting

Bookings, revenue, outstanding invoices, no-show rates, practitioner utilisation and NDIS or Medicare claim status get pulled out of Splose into one dashboard that refreshes itself. Owners and practice managers see how each location and clinician is tracking without exporting a report and rebuilding it in a spreadsheet every Monday.

Alerts

Exception alerts

When something needs a person, such as a rejected NDIS claim, a failed online payment, a session delivered without a current service agreement, or an intake form that never came back, the right staff member gets a plain alert straight away instead of finding the gap during the next claiming run.

Scheduled

Scheduled jobs

Routine jobs run to a schedule in Australian time: reconcile Splose payments against Xero, chase overdue and plan-managed invoices, refresh the reporting dashboard, back up records and pull together the figures your bookkeeper needs for BAS. They happen overnight without anyone remembering to kick them off.

Six Australian SME Workflows We Automate Around Splose

Task	Traditional	With Yes AI	Notes
Allied health practice keying every Splose invoice into Xero	Staff re-type invoices and payments into the accounts each week	Invoices and payments sync from Splose to Xero automatically, coded and ready to reconcile	The bookkeeper stops re-typing, GST and BAS figures stay current, and the two systems agree at month end.
NDIS provider tracking claim status across tools	Claim progress lives in staff memory and a spreadsheet	Claim and payment status flows from Splose into a shared dashboard with alerts	Unclaimed and rejected sessions surface immediately instead of being discovered at the end of the quarter.
New client enquiries arriving by web form and email	Reception re-keys each enquiry into Splose and starts intake by hand	Enquiries create the client and start intake automatically, with the welcome pack sent	Nothing sits in an inbox, every enquiry becomes a tracked client, and onboarding starts the same day.
Practice sending appointment reminders and follow ups	Staff send reminders manually, some slip through and no shows rise	Reminders and follow ups send automatically from Splose booking data	No shows drop, staff stop babysitting the calendar, and the message wording stays consistent.
Multi location clinic reporting to owners	Someone exports Splose data and rebuilds a report in a spreadsheet each week	A live dashboard pulls bookings, revenue and utilisation from Splose automatically	Owners see performance across every location in one place, refreshed overnight, with no manual export.
Rostering staff against real booking demand	Rosters built from guesswork, out of step with actual bookings	Booking and availability data flows from Splose into your rostering tool	Rosters match real demand, Fair Work award hours are easier to reconcile, and gaps get spotted early.

Six Integration Realities and How We Handle Them

API rate limits and fair use

The Splose API and the systems we connect it to, like Xero or your CRM, each cap how quickly data can move. We batch and pace the updates, queue and retry safely when a call fails, and stay comfortably inside fair-use limits, so a fully booked clinic day with a wave of invoices and claims never trips a limit or drops a record.

Field mapping and data hygiene

Splose and your accounting or CRM almost never label things the same way. A participant in Splose is a contact in Xero, a support item number is not an account code, and health services carry their own GST rules. Before we connect anything we agree exactly how each field maps, clean up duplicate and half-finished client records, and decide how blanks and mismatches are handled, so a messy record in one place does not quietly corrupt the other.

One source of truth to avoid sync loops

If Splose and your accounting system both believe they own the client and invoice record, they can overwrite each other and loop endlessly. We decide up front which system owns each type of record, usually Splose for participants and appointments and your ledger for reconciled payments, so every update flows in one clear direction and never bounces back on itself.

Australian Privacy Act and the APPs

The participant notes, referrals and claim data in Splose are sensitive health information under the Privacy Act and the Australian Privacy Principles. We keep it inside approved, secured systems, move only the fields an automation genuinely needs, restrict and log access, and build in retention and deletion rules, so connecting Splose to your other tools never quietly widens who can see a client health record.

Sandbox testing and a parallel run

We build against copies of your data first, never your live Splose account, and test the full path from booking to claim to reconciled payment. Then we run the new automation alongside your existing manual process for a short window and check the invoices, claims and totals agree on both sides before anyone switches the old way off.

Change management and staff training

Reception and admin have to trust the automation before they will stop double-checking it. We write down exactly what now happens on its own between Splose and your other systems, walk your team through the new flow and the alerts they will receive, and stay close through the first few claiming and billing cycles so the new routine actually sticks.

How Yes AI Helps

Discovery and process mapping

We sit with your team, map how Splose is used and where data is re-keyed, and pinpoint the workflows worth automating first for the fastest payback.

We build the whole integration

We build the secure connection between Splose and your accounting, CRM, spreadsheets, ecommerce or rostering tools, and the automations around them. One team owns the whole build.

Data clean up and one source of truth

We tidy duplicate and inconsistent records, agree the field mapping, and set one source of truth per record type, so your systems finally agree with each other.

Monitoring and ongoing support

We watch the integration for failures, alert on anything that needs a human, and adjust it as Splose and your business change, so it keeps working long after go live.

How We Roll It Out

Most Splose connections go from first conversation to a tested, running integration in two to six weeks, without disrupting a single clinic day.

Discovery and mapping

We walk through your Splose setup, from practitioner calendars and custom forms to how sessions become NDIS, Medicare or private invoices, and pin down every point where data gets re-typed or a claim slips. Together we pick the workflows to automate first and name the source of truth for each record type.

Design the integration

We set out exactly how participants, invoices, payments and claim data will flow between Splose and Xero, MYOB or your other tools, how each field lines up, and what every automation does in plain English. You sign off on the design before we write a line of code.

Build in a sandbox

We build the connection and every automation in a sandbox using copies of your Splose data, so your live participant records, calendar and claims are never touched until the whole flow is proven to behave correctly.

Test and parallel run

We test every path, including the awkward ones like a cancelled appointment, a part-paid invoice or a rejected NDIS claim, then run the automation beside your current process for a short spell so you can confirm the numbers on both sides match.

Go live and monitor

We switch the integration on, retire the manual re-keying, and watch it with alerts so a failed sync or a stuck claim surfaces immediately. As Splose adds features or your practice changes, we adjust it so it keeps running cleanly.

FAQ

Does Yes AI work with Splose?

Yes. We build integrations and automations around Splose for Australian practices and small businesses. We connect Splose to the other tools you already use, such as your accounting, CRM, spreadsheets, email and rostering, and automate the admin that currently happens by hand. Splose offers an API, which is how we move data securely between it and your other systems.

What can be automated around Splose?

Common examples include syncing invoices and payments to your accounting system, sending intake packs, reminders and follow ups automatically, keeping client details consistent across tools, building live dashboards from Splose data, alerting staff to failed payments or unclaimed sessions, and running scheduled overnight jobs like reconciliation and reporting. During discovery we find the workflows that waste the most time in your practice and start there.

How long does it take?

Most Splose integrations go live within two to six weeks, depending on how many systems are involved and how tidy the existing data is. A single, well defined connection can be faster. We always test in a sandbox and run in parallel before switching off any manual work, so speed never comes at the cost of accuracy.

Is our data safe, and does this meet the Privacy Act?

Yes. Client and health records are sensitive information under the Australian Privacy Act and the Australian Privacy Principles. We keep data inside approved, secured systems, restrict who and what can access it, log what moves where, and build in retention and deletion. The integration is designed to be compliant from day one, and we brief your team on how it handles personal information.

What does it cost?

We work in fixed scope engagements rather than open ended hourly work. Most clients start with a paid discovery and build for a clearly defined integration. For broader strategy and automation work our engagements start at $1,000 for a focused BASIC scope, $3,000 for a STANDARD scope, and $10,000 for a STRATEGIC scope. We agree the scope and price up front, so there are no surprises. Book a call and we will size it honestly against what you need.

Do we need in house IT?

No. We own the whole build, from mapping and design through connection, testing and go live, and we monitor it afterwards. Your team stays focused on clients while we handle the technical work. You only need someone who understands how your practice runs to help us during discovery.

What if we also use Xero or MYOB?

That is one of the most common reasons practices call us. We sync Splose with Xero, MYOB, QuickBooks or your spreadsheets so invoices, payments and client details flow through automatically, GST and BAS figures stay current, and the two systems always agree. If you use other tools such as Google Workspace, Microsoft 365, HubSpot or a rostering system, we can connect those as well.

Book a Call About Your Splose Setup

Tell us how your practice uses Splose and where the admin piles up. We will map the highest value workflows to automate and give you an honest view of what is possible, with no obligation.