NDIS invoices: what to include so you get paid without a fuss

If you provide supports to NDIS participants, whether that is cleaning, gardening, handyman work, transport or support work, the invoice matters more than usual. A missing detail can mean the invoice bounces back from a plan manager and you wait longer to get paid.

This guide covers what the NDIS says an invoice should include. Always check the NDIS website for the current rules, because pricing and support items get updated.

What the NDIS says to include

According to the NDIS guidance on invoicing, your invoice should show:

• Your NDIS business name
• Your ABN
• The participant's name and NDIS number
• The support item number, which must be listed in the NDIS Support Catalogue
• The quantity and amount claimed for each unit of support
• The claim type where relevant, for example provider travel, non face to face support or a short notice cancellation
• The date or dates the support was delivered
• The total amount of the invoice
• The GST component, if any

For specialist disability accommodation there are extra details, like the participant's address.

One participant per invoice

The NDIS says each invoice can cover only one participant, though it can list several supports for that participant. If you work with three participants, that is three invoices.

Support item numbers

Every line needs the right support item number from the NDIS Support Catalogue. This is the bit that trips people up the most. Use the item that matches the support you actually delivered, and check the catalogue when it is updated, because item numbers and price limits can change.

If you are not sure which item applies, ask the participant's plan manager or support coordinator before you start the work, not after.

Hours and dates

Show the date of each visit and the quantity, usually hours. If you do a fortnightly garden visit, list each visit date with its hours rather than one lump sum. It makes the invoice easy to check against the service agreement and the participant's budget.

GST

Most NDIS supports are GST free, and the NDIS guidance says so. If your supports are GST free, show that clearly, for example "GST free" in the totals. If you are not sure whether a particular support is GST free, check with the ATO or your accountant.

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Who you send it to

How you get paid depends on how the participant's funding is managed:

• Plan managed: you send the invoice to the participant's plan manager, who pays you from the participant's funding. This is the most common setup for small providers.
• Self managed: you invoice the participant (or their nominee) directly, and they pay you.
• Agency managed (NDIA managed): payments are claimed through the NDIA's own system, and only registered providers can be used.

Make sure you know which one applies before you start, and get the right name and email for invoices. It is usually in your service agreement.

Keep good records

Keep records of what you delivered, when and for how long. If a plan manager or the participant asks a question, notes and dates make it a quick answer instead of a dispute.

Tips that save you chasing

• Invoice on time. Plan managers pay against budgets. Late invoices can land after funds have been allocated elsewhere.
• Use the participant's name exactly as it appears on their plan.
• Check the NDIS number. One wrong digit and the invoice can be rejected.
• Stay within the price limits. The NDIS sets price limits for many supports. Check the current pricing arrangements.
• Put your payment details on every invoice so the plan manager does not have to ask.

Service agreements make invoicing easier

Before you start, agree in writing with the participant (or their nominee) what supports you will deliver, how often, which support items apply and what you will charge. The NDIS encourages service agreements, and they save a lot of back and forth later. When an invoice matches the service agreement line for line, plan managers can approve it quickly.

Keep a copy with your records and update it if the support changes, for example if fortnightly gardening becomes weekly.

How Its All Sorted handles it

Its All Sorted has an NDIS invoice built in. It puts the participant name, NDIS number, support item numbers, visit dates and hours on the invoice, marks it GST free, and sends it to the plan manager. A fortnight of invoices takes a minute, not an evening.