Human Nexus

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ASTRALEDGER

System Overview, an executive pre-read.

Prepared by Human Nexus for Navigator Group. Reflects the ASTRALEDGER codebase as provided on 17 June 2026.

Human Nexus

The one idea02 / 15

ASTRALEDGER turns attended therapy sessions in Salesforce into accounting-ready invoices every month, with no manual spreadsheet work.

The operator sets two inputs each cycle. The billing month and the last invoice number. The system does the rest.

Determinism

Same inputs always produce the same output.

No machine learning
No randomness
No heuristic guesswork
Every dollar traces to a rule or table value

Human Nexus

Section one, the engagement03 / 15

What Human Nexus was engaged to deliver.

Build, validate, host on an interim basis, and hand over ASTRALEDGER, the monthly invoicing engine for Navigator's four clinical programs.

01Deliver an automated invoicing tool covering NSP, NPPP, EI, and ARC.

02Replace the manual monthly billing process.

03Extract billing data from Salesforce and apply correct fee codes, rates, and tax from controlled tables.

04Produce accounting-ready invoices.

05Validate through system testing with Halkin BP.

06Host on Human Nexus infrastructure on an interim, cost-pass-through basis.

07Hand over technical documentation and train Navigator's people to maintain rates, codes, and tables.

Human Nexus

Delivery04 / 15

Delivered in full, and beyond the brief.

All four programs built, tested, and confirmed working. ARC, the final outstanding item, was completed and the tool finalised. Validation carried out with Halkin BP. Migration documentation prepared.

Original scope met

01

Table-driven maintenance

Rates, codes, and tables are controlled, so changes are made by editing a table, not code.

02

Full insurer breadth

NSW Workers Comp, CTP, Worksafe Victoria, WorkCover QLD, TAC, WA, SA, QBE, CGU, and Acenda, each routed correctly.

03

Payer-specific outputs

QBE TYRO card-claim file, WorkCover QLD with GST in its own columns, ARC chronic injury tab, onboarded and not-yet-onboarded splits.

04

Direct Xero integration and review step

Web application with on-screen preview before export, plus login and user management.

05

Engineered for performance and trust

Incremental and cached Salesforce extraction. Deterministic and auditable end to end.

Human Nexus

Why it matters05 / 15

What ASTRALEDGER does, and why it matters.

Each attended session is a billable event. ASTRALEDGER does the matching, pricing, and formatting from controlled tables and fixed rules, then produces files that import directly into Xero.

Speed

A monthly cycle that took significant manual effort now runs in a controlled sequence.

Accuracy

Pricing and routing come from tables, not memory. Fixed rules where rules apply.

Auditability

Every figure is traceable. The process is repeatable.

Human Nexus

The four programs06 / 15

Four programs, one engine.

Program membership is decided by the Salesforce record type, not by judgement. Acronym expansions are inferred and marked to confirm with the business.

CodeLikely meaningSalesforce record typeWhat it bills

NSPNavigator Support Program (confirm)Case "Navigator Claim", excluding "ARC Claim"Attended and onboarded therapy sessions and qualifying contact activity, per session and per month, across multiple insurers.

NPPPPPP claim stream (confirm)Case "PPP Claim", session type "PPP Report" or attendedSessions grouped into invoices and split into payer categories, with tiered pricing based on prior visit counts.

EIEarly Intervention (confirm)Case "EI", excluding "EI Follow Up", attended, program status YesAssessment-style billing with month tiers that step up based on cumulative assessment count.

ARCAfter-care or recovery clinic (confirm)Case "ARC Claim", attended ARC clinic visitsClinic visits and sessions billed across the widest set of insurer templates, including a chronic injury tab and card-funded claims.

Human Nexus

Section two, how it works07 / 15

Three steps, one controlled sequence.

Salesforce feeds Step one. Step one produces the period data. Step two builds the invoices. Step three produces the Xero-ready workbook.

Step one

Extract from Salesforce

Operator picks the billing month. The system pulls relevant cases, sessions, contacts, clinicians, and accounts, filtered to the program and attended sessions in the month. Prior history is loaded for tiered pricing. Loading is incremental.

Step two

Create invoices

Operator enters the last invoice number used. For each session the engine looks up fee code, rate, tax treatment, and accounting code, applies tiered pricing, assigns the next invoice number, and routes the line to the correct payer.

Step three

Export

The system writes a single Excel workbook with one tab per insurer or output type, structured to import into Xero. A person reviews the preview before export.

In, billing month

In, last invoice number used

Out, PROGRAM_Navigator_Output_date_time.xlsx

Human Nexus

Components08 / 15

What feeds the engine.

Volatile business knowledge lives in tables the business owns and can change. Stable processing logic lives in code.

01

Salesforce

Source of truth for clinical activity. Read for cases, sessions, contacts, users, and accounts. Read only.

02

Lookup tables

The lookup pack. Clinicians and provider numbers, insurers and Xero names, GL and cost centre codes, codes and rates. EI and ARC carry extra tables.

03

Database overlay

PostgreSQL with editable copies of the lookup tables. A built-in Manage Lookups screen for browser editing, menu entry currently turned off.

04

Operator parameters

Two each cycle. The billing month and the last invoice number used.

Human Nexus

The logic09 / 15

How an invoice is built.

Session to line item

Speciality and session type select the row in the codes and rates table. The rate is taken from the table, not the Salesforce record.

Tax

Fixed rule. GST on Income multiplies by 1.1. GST Free Income adds none. The 10 percent rate is fixed.

Invoice numbering

Operator enters the last number used. The engine increments by one for each new invoice, in one continuous sequence across all outputs.

Prior-visit tiers

Counts of prior sessions or assessments select the correct fee tier. Same history always produces the same tier.

Payer routing

Lines routed by insurer and scheme. QBE card-funded goes to a TYRO file. WorkCover QLD goes to a Queensland export with its own GST columns.

Xero shape

Final lines arranged in the exact column layout Xero expects, including contact name, invoice number, dates, description, quantity, unit amount, account code, tax type, and tracking.

Human Nexus

Worked examples, illustrative only10 / 15

Real-life examples, end to end.

NSP, standard psychology

Three sessions become one invoice.

A patient attends three psychology sessions in June under a Navigator Claim, onboarded. Step one pulls the three attended sessions. Step two looks up the psychology fee code and rate, finds tax treatment GST on Income, prices each session at the table rate plus 10 percent GST, assigns the next invoice number, builds a header, and writes one line per session. Step three places the invoice on the correct insurer tab, ready for Xero. No rate or GST typed by hand.

Tiered, and routed

Tiers shift, payers split, one run.

NPPP tier. A patient has had four prior sessions. The engine reads the count and selects the next fee tier. Past the threshold it would select the 6 plus tier.

EI cumulative. Two assessments in prior months and one this month adds to three, selecting the correct QBE month tier. Next month, at four, it steps up.

Payers. A QBE card-funded session routes into the TYRO claim file, grossed up for GST and flagged taxable. A WorkCover Queensland session routes into the Queensland export with amount including GST and the GST amount in their own columns.

Human Nexus

The output11 / 15

One Xero-ready workbook, per program, per run.

Reviewed on screen before export. Nothing leaves the system automatically.

PROGRAM_Navigator_Output_date_time.xlsx

NSP_Navigator_Output_20260630_141500.xlsx

Invoiced listPer sessionPer monthQBEAcendaCGUWorksafe QLDTYRO card claimARC chronic injury

InvoiceDescriptionAmountTax type

INV-10241Psychology session210.00GST on Income

INV-10242PPP monthly fee, tier 4n/aGST on Income

INV-10243EI assessmentn/aGST Free Income

Preview shown for illustration. Actual figures come from controlled tables.

Human Nexus

Architecture12 / 15

A self-contained web application.

Python and Flask, served by Waitress. Data handling with pandas. Salesforce via simple_salesforce. PostgreSQL for tables and users. Excel via openpyxl. Access via Flask-Login.

Operator

Web browser

Four program tabs. NPPP, NSP, EI, ARC.

Application

Flask + Waitress, Flask-Login

Step 1Salesforce extractors

Step 2Invoice engine (pandas)

Step 3Xero-ready Excel writer

Salesforce

CRM data, read only

PostgreSQL

Codes, rates, GL, tax, insurers, clinicians, users. Edited via Manage Lookups.

Host filesystem

Working files, previews, export workbooks. Per-program Excel lookup packs.

Human Nexus

Section three, trust and handover13 / 15

Every figure traces to a table value, a fixed rule, or a rate set in code.

Confirmed across the entire codebase, both extraction and the invoice engine. No machine learning. No predictive model. No randomness. No sampling. No statistical estimation.

Any number can be traced to the table row or rule that produced it. A run can be repeated and will match.

Honest caveat

Determinism guarantees the system faithfully applies the tables and rules it is given.

It does not guarantee the tables are correct or that the Salesforce data is clean. Keeping the tables and source data correct is an ongoing business responsibility.

Human Nexus

Operational handover14 / 15

Migration and operational considerations.

Single source of truth for rates and codes

Codes and rates exist in PostgreSQL and in Excel lookup packs. Previews and EI read from the database. NPPP, NSP, and ARC currently read from Excel. Converge on one source. This is the most important item.

Credentials and configuration

Move all connection strings into Navigator's secrets management and rotate. Set the session secret from the environment.

Access control

Login enforcement is on. Provision real users and retire any default accounts before go-live.

Single-operator design

Working data is held in memory per process. Designed for one operator per monthly cycle. Concurrent users would require a deliberate change.

Rates set in code

A limited set of rates live in code, including SA Police, IPNS, NSW Police pilot, flat fees for not-yet-onboarded patients, and some ARC and EI rates. Changing these requires a code change.

Double-billing control point

Always confirm the correct billing month and the correct last invoice number before running.

Human Nexus

15 / 15

ASTRALEDGER is ready to hand over.

The original scope is met in full. Determinism, auditability, and the operational depth Navigator's billing mix requires are in place.

Next step

Walk the handover checklist with Navigator's finance, technology, and transformation leads.

First operational item

Agree the single source of truth for rates and codes, then schedule the credentials and user provisioning cutover.