NDIS service provider, you need to know how to create correct and compliant invoices for your clients. The National Disability Insurance Scheme (NDIS) follows strict invoicing rules to ensure participants and providers are paid correctly.
Many new providers struggle with what to include on an NDIS invoice, leading to payment delays or rejections. This guide will walk you through everything you need to know about NDIS invoicing, including mandatory details, formatting, and common mistakes to avoid.
What Is an NDIS Invoice?
An NDIS invoice is a document that service providers send to NDIS participants, plan managers, or the NDIA to request payment for the services delivered.
NDIS participants can manage their funds in three ways:
- Self-Managed – The participant pays providers directly.
- Plan-Managed – A plan manager pays invoices on behalf of the participant.
- NDIA-Managed – The provider submits invoices to the NDIS portal for payment.
Regardless of the funding method, all invoices must be clear, detailed, and compliant with NDIS requirements.
What to Include on an NDIS Invoice?
A well-structured invoice helps you get paid faster and avoid disputes. Below are the essential elements every NDIS invoice must include.
1. Your Business Details
Your invoice should clearly display your business information, including:
✔️ Business Name (as registered with ABN)
✔️ ABN (Australian Business Number)
✔️ Business Address
✔️ Email & Contact Number
💡 Tip: If you’re a registered NDIS provider, include your NDIS Provider Number to show compliance.
2. Invoice Number
Every invoice must have a unique invoice number for tracking purposes.
Example Format:
- INV-001
- 2024-001
- NDIS-1024
💡 Tip: Use a consistent numbering system to make record-keeping easier.
3. Invoice Date & Due Date
- Invoice Date: The day you created the invoice.
- Due Date: The last date the payment should be made.
NDIS guidelines recommend a 14-day payment term, but some plan managers process payments within 7 days.
4. NDIS Participant Details
Include:
✔️ Full Name of the NDIS Participant
✔️ NDIS Number (important for NDIA-managed claims)
✔️ Billing Address (if required)
💡 Tip: Always double-check participant details to avoid payment delays.
5. Service Details (Line Items)
Each invoice must include a detailed breakdown of the services provided.
What to Include in the Service Description?
- Date of Service
- Support Category (e.g., Therapy, Personal Care, Transport)
- NDIS Support Item Code (from the NDIS Price Guide)
- Service Description
- Duration/Units of Service
- Rate Per Hour/Unit
- Total Cost for Each Service
✅ Example Service Breakdown:
| Date | Support Code | Description | Hours | Rate | Total |
|---|---|---|---|---|---|
| 10 Feb 2024 | 01_011_0107_1_1 | Occupational Therapy | 1 | $193.99 | $193.99 |
| 12 Feb 2024 | 04_104_0125_6_1 | Community Participation | 3 | $56.16 | $168.48 |
💡 Tip: Use the NDIS Price Guide to ensure you are charging the correct rates.
6. Total Amount Payable
Clearly state the total amount the participant or plan manager needs to pay.
💡 Tip: If you’re charging GST, ensure it is correctly applied according to NDIS GST rules. Most NDIS services are GST-free, but check if it applies to your service.
7. Payment Details
Include your bank account details so the participant, plan manager, or NDIA can transfer the payment.
✔️ Bank Name
✔️ Account Name
✔️ BSB Number
✔️ Account Number
💡 Tip: If you accept PayPal or credit card payments, mention these options and provide payment instructions.
8. Payment Instructions & Terms
Include a clear payment policy, such as:
- Payment is due within 7-14 days.
- Late payments may result in service suspension.
- Contact for any disputes or adjustments.
💡 Tip: If invoicing the NDIA, mention: “This invoice is for services provided under the National Disability Insurance Scheme (NDIS).”
Common NDIS Invoice Mistakes (and How to Avoid Them)
🚫 Mistake 1: Missing NDIS Participant Number
✅ Solution: Always ask for and verify the participant’s NDIS number before invoicing.
🚫 Mistake 2: Incorrect NDIS Support Code
✅ Solution: Use the latest NDIS Price Guide to find the correct support code.
🚫 Mistake 3: Not Specifying the Service Date
✅ Solution: Each service should have a clear date to avoid rejection.
🚫 Mistake 4: Vague Descriptions
✅ Solution: Instead of “Therapy session,” write “Occupational Therapy – 60 minutes.”
🚫 Mistake 5: No Payment Details
✅ Solution: Always include your bank details or payment instructions.
Final Thoughts
A well-prepared NDIS invoice ensures faster payments, fewer disputes, and better cash flow. By including all required details—business info, invoice number, participant details, service breakdown, and payment terms—you can create a professional and compliant invoice.
If you’re a new NDIS provider, using a template or invoicing software can simplify the process. Always double-check NDIS support codes and rates to avoid errors.
