NDIS Invoicing: A Guide for Participants & Their Representatives

Unless your plan is National Disability Agency (NDIA) managed, you have the flexibility to engage with both registered and non-registered providers.

While having this flexibility is an essential element to effectively managing an NDIS plan, it can create some issues when it comes to invoicing. This is particularly the case when you’re engaging with smaller providers who have little experience in providing services and/or products for NDIS participants.

The NDIA have very specific requirements on what needs to be included in an invoice. Missing information can result in delays to payments, additional communication between parties and general frustration all around.

When engaging with a non-registered provider for the first time, it’s advisable to get on the front foot and set your expectations for invoice and payment terms right from the first contact. Ask them whether their invoicing system is either NDIS compliant, or they are willing to add information to their invoices in order for it to be compliant.

If this is established right from the start of the relationship with the provider, it can save a lot of hassle down the track.

Of course, a good plan manager will be prepared to do this for you. They will contact the service provider, talk through what’s required to get their invoices paid on time, every time. Some providers may not have an invoicing system at all; in these cases, your plan manager should be able to provide them with a template.

The lines items that the NDIS require for an invoice to be funded are as follows:

• Business name and ABN

• Invoice number and date - the invoice number needs to be sequential for services provided on a regular basis

• Business full contact Information - address, phone number, email etc.

• Payment terms and the due date for the invoice

• The participant’s full details - name, address, phone number etc.

• A description of the supports or services that have been provided

• Total invoice amount

• GST component if applicable*

• The unit price of service/s provided (the hourly rate)

• The quantity of service/s provided (the number of hours)

• The date of service delivery that apply to the invoice

• The NDIS Support item number (If you are using a plan manager)

*Most NDIS related products and/or services are GST free, however a small number aren’t. Confusion often also arises with smaller providers who may have a business registered for GST and think that because of this, they need to add GST to their services. This isn’t the case. If a product or services is GST free for NDIS participants, then no GST should be applied, even if the provider is registered for GST.

If you’d like to learn more about invoicing correctly, and how we can help ensure your invoices are always correct, please feel free to get in contact with us here and organise your free 15 minute consultation.