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.
Realistic ROI
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.
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.
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.
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.
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.
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 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.
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FAQ
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.
All discussions held in confidence. Australian-based consultants.