Invoicing might not be the most exciting part of your day, but under the NDIS, it’s one of the most important. Whether you’re a provider delivering supports or a participant managing your own plan, getting your invoices right means fewer delays, faster payments, and less stress.
The good news? With a clear understanding of the rules and a few simple tips, NDIS invoicing doesn’t have to be difficult. Let’s break it down and make it easy for everyone involved.
What Is NDIS Invoicing?
NDIS invoicing is the process of requesting payment for the supports or services provided under an NDIS plan. If you’re a provider, this means sending an invoice to either the NDIA, a plan manager, or directly to the participant, depending on how their plan is managed. If you’re a self-managed participant, you’ll pay the invoice yourself first and then claim the funds back through the NDIS portal. No matter which side you’re on, your invoices must align with NDIA requirements and accuracy is key. Getting it right ensures payments are processed smoothly, quickly, and without unnecessary delays. If you’d like help understanding plan-managed vs. self-managed invoicing, Achora’s Plan Managers can explain it in simple terms.
What Every NDIS Invoice Must Include
To keep things simple, every NDIS invoice should clearly show who provided the service, who received it, when it happened, and what was delivered. Here’s what to include:
NDIS Provider Details
- Your business name (as registered with the ABN)
- ABN (Australian Business Number)
- A unique invoice number (avoid duplicates)
- Invoice date and payment terms
NDIS Participant Details
- Participant’s full name and NDIS number
- Date the service was delivered
- Description of support provided
- Support item number (from the latest NDIS Pricing Arrangements and Price Limits)
- Quantity (e.g. hours) and unit price
- Total amount claimed
Additional Details
- GST status (most supports are GST-free, but that must be indicated)
- Ratio of support time if the support was delivered to multiple participants
- Clear contact details for queries
If you’re a provider and want your invoices checked before submitting, Achora can help ensure they meet NDIS requirements. A great rule of thumb to follow: if an NDIA reviewer can look at your invoice and understand exactly what was provided, when, and for whom, your invoice us in great shape.
Smart Tips to Simplify Your NDIS Invoicing Process
Here’s how to take the hassle out of NDIS invoicing and keep your payments flowing smoothly.
1. Match Each Invoice to the Participant’s Plan
Always check that the supports you’re billing for match the participant’s current plan and funding category. Using the wrong support code or claiming under the wrong category is one of the biggest causes of delays.
2. Use the Latest NDIS Price Guide
The NDIA updates price limits annually. Always double-check the NDIS Pricing Arrangements and Price Limits before submitting your invoice to ensure your invoice is using the most up to date pricing.
3. Break Down Each Date and Support
List each service by date and type instead of putting everything under one line item. This makes it easier for plan managers or the NDIA to review your invoice quickly and helps keep your records clear and ready for any audit.
4. Invoice Promptly and Regularly
Sending your invoices every week or two helps keep your cash flow steady and makes sure you don’t miss any payments. Remember, you usually have up to 90 days from the date of service to submit an invoice, but it’s best to do it regularly.
5. Use Professional Templates or Software
Typed or digital invoices are much easier to read and process than handwritten ones. Try using an online invoicing tool or a simple NDIS invoice template. This approach saves time, reduces mistakes, and keeps everything neat and professional.
6. Keep Clear and Accurate Records
Keep clear records for every session. Note the time, type of support, and where it took place. The NDIA may ask for this information during an audit, and having everything recorded properly makes the process quick and stress-free.
Common NDIS Invoicing Mistakes to Avoid
Using old or incorrect support item codes, charging the wrong rate, repeating invoice numbers, or not splitting shared costs properly can all cause delays. Other common errors include billing for services not in the participant’s plan, forgetting to note GST, or waiting too long to send invoices.
A quick check before you submit can save hours of back-and-forth later.
How Payments Work for Different Plan Types
Knowing who to send your invoice to is just as important as knowing how to write it.
If the plan is NDIA-managed, you’ll submit invoices through the MyPlace Provider Portal, and once approved, payments usually arrive within two to three business days.
For plan-managed participants, you send invoices directly to their plan manager — they’ll process the claim and payment on your behalf.
For self-managed participants, you’ll invoice the participant directly, and they’ll pay you before claiming the funds back through their NDIS portal.
Always check how a participant’s plan is managed before you start providing supports. This will ensure your invoice goes to the right place and avoids delays in payment.
FAQs About NDIS Invoicing
1. What happens if my invoice is rejected?
If an invoice is rejected, check for errors in codes, dates, or plan details. Correct the mistake and resubmit as soon as possible to avoid payment delays.
2. Are NDIS services GST-free?
Yes, most NDIS supports are GST-free. But you have to indicate whether GST applies to each service every time.
3. Can I invoice multiple participants on one invoice?
No. Each invoice must be for one participant only, although you can include multiple supports or dates within it.
4. Do I need to send a separate invoice for each date?
No, but you should clearly list each date and type of support separately within the same invoice.
5. How long should I keep my records?
NDIS providers must keep records for at least seven years. This includes attendance records, shift logs, and proof of service delivery.
Get Paid Faster with Smarter NDIS Invoicing
The key to smooth NDIS invoicing comes down to three things: clarity, consistency, and compliance. When your invoices are accurate, well-organised, and backed by clear records, payments are faster, and everything runs more smoothly.
At Achora, we work with both NDIS providers and participants to simplify the entire invoicing process. Whether you’re navigating price changes, unsure what to include, or just want to speed things up, we’re here to help. Book your free 15-minute consultation with Achora and let’s streamline your process together.