NDIS Invoice Template: Key Points
- A compliant NDIS invoice must include provider ABN, participant NDIS number, support item numbers, dates of service, and GST status.
- Different invoicing requirements apply depending on whether participants are NDIA-managed, plan-managed, or self-managed.
- All rates must align with the current NDIS Pricing Arrangements and Price Limits for your state or territory.
- Proper invoicing ensures faster payment processing and maintains your standing as a registered NDIS provider.
Download Our Free NDIS Invoice Template
We’ve created a professional, NDIS-compliant invoice template that includes all required fields and can be customised for your business:
Download NDIS Invoice Template (DOCX)
This template includes:
- Professional formatting ready for immediate use
- All mandatory fields required by the NDIA
- Pre-filled example support item numbers
- Sections for provider and participant details
- GST calculation fields
- Payment terms and bank details section
What is an NDIS Invoice?
An NDIS invoice is a formal document that providers use to bill for disability support services delivered to NDIS participants. Unlike standard business invoices, NDIS invoices have specific requirements set by the National Disability Insurance Agency (NDIA) to ensure accurate processing and payment.
The invoice serves several important purposes:
- Documentation of services delivered: Creates a formal record of what supports were provided
- Payment claim processing: Enables the NDIA, plan managers, or self-managed participants to process payments
- Audit trail: Provides evidence of service delivery for compliance and quality audits
- Budget tracking: Helps participants monitor their NDIS plan spending
Essential Elements of an NDIS Invoice
Every NDIS invoice must include specific information to be processed correctly. Missing or incorrect details can delay payment or result in claim rejections.
Provider Information
Your invoice must clearly display:
- Business or trading name: Your registered business name
- ABN (Australian Business Number): Required for all invoices
- NDIS registration number: For registered providers
- Contact details: Address, phone number, and email
- Bank account details: For payment processing
Participant Information
Include the following participant details:
- Full name: As it appears on their NDIS plan
- NDIS number: The unique participant identifier
- Date of birth: For verification purposes
- Address: Current residential address
- Plan manager details: If the participant is plan-managed
Service Details
For each service delivered, include:
- Date of service: When the support was provided
- Support item number: The specific NDIS line item code
- Description: Clear description of the support delivered
- Quantity: Hours, units, or kilometres as appropriate
- Rate: The charge per unit (must align with NDIS Price Guide)
- Total amount: Quantity multiplied by rate
Invoice Administration
Standard administrative details:
- Invoice number: Unique identifier for tracking
- Invoice date: When the invoice was issued
- Service period: Start and end dates covered
- Payment due date: Typically 14 days from invoice date
- Total amount due: Sum of all services plus any applicable GST
Understanding NDIS Support Item Numbers
Support item numbers are critical for NDIS invoicing. Each support type has a unique code that identifies the category, type, and conditions of the service.
Support Item Number Structure
NDIS support item numbers follow a specific format. For example:
- 01_011_0107_1_1: Assistance with Daily Life - Standard (Weekday Daytime)
- 04_104_0125_6_1: Community Participation - Weekday Daytime
- 15_037_0117_1_3: Provider Travel - Non-Labour Costs
The numbers indicate:
- Support category
- Support purpose
- Support item
- Claim type
- Price control indicator
Common Support Item Numbers for Invoicing
Here are frequently used support item numbers:
Core Supports - Daily Activities
| Support Item Number | Description | Unit |
|---|---|---|
| 01_011_0107_1_1 | Assistance with Daily Life - Standard - Weekday Daytime | Hour |
| 01_011_0107_1_1_T | Assistance with Daily Life - Standard - Weekday Evening | Hour |
| 01_015_0107_1_1 | Assistance with Daily Life - High Intensity - Weekday | Hour |
Community Participation
| Support Item Number | Description | Unit |
|---|---|---|
| 04_104_0125_6_1 | Community Participation - Weekday Daytime | Hour |
| 04_104_0125_6_1_T | Community Participation - Weekday Evening | Hour |
| 04_105_0125_6_1 | Community Participation - Saturday | Hour |
Travel and Transport
| Support Item Number | Description | Unit |
|---|---|---|
| 15_037_0117_1_3 | Provider Travel - Non-Labour Costs | Kilometre |
| 02_051_0108_1_1 | Transport | Each |
Always verify current support item numbers against the latest NDIS Support Catalogue before invoicing.
NDIS Invoice Requirements by Plan Management Type
The invoicing process varies depending on how a participant’s NDIS plan is managed.
NDIA-Managed (Agency-Managed) Participants
For participants whose funding is managed directly by the NDIA:
- Claims are submitted through the NDIS myplace provider portal
- Only registered providers can claim for most support types
- Invoices are processed against service bookings
- Payment typically occurs within 2-5 business days of claim approval
Key requirements:
- Active service booking must exist in the portal
- Support item numbers must match the service booking
- Rates cannot exceed NDIS Price Guide maximums
- Claims must be submitted within time limits
Plan-Managed Participants
For participants using a plan manager:
- Invoices are sent to the plan manager (not the NDIA)
- Both registered and unregistered providers can invoice
- Plan managers process the claim with the NDIA
- Payment timeframes depend on the plan manager’s processes
Key requirements:
- Include the plan manager’s contact details
- Send invoices to the plan manager’s preferred email
- Rates can be negotiated but typically align with Price Guide
- Include clear participant identification
Self-Managed Participants
For participants managing their own funding:
- Invoices are sent directly to the participant
- Both registered and unregistered providers can invoice
- Participants claim reimbursement from the NDIA
- Greater flexibility in pricing and service arrangements
Key requirements:
- Provide detailed descriptions for participant claims
- Include all standard invoice elements
- Consider participant’s preferred invoice format
- Be prepared to provide supporting documentation
GST Requirements for NDIS Invoices
Understanding GST treatment is essential for correct NDIS invoicing.
GST-Free NDIS Services
Most NDIS supports are GST-free under Section 38-38 of the GST Act. This includes:
- Personal care and daily living assistance
- Community participation support
- Therapy services
- Support coordination
- Most disability-related goods
Services Attracting GST
Some items may attract GST:
- Certain transport services
- Accommodation costs
- Some equipment and consumables
- Administrative services not directly related to support
Invoicing GST Correctly
When creating your invoice:
- Clearly indicate whether each line item is GST-free or includes GST
- If GST applies, show the GST amount separately
- Ensure your ABN is displayed (required for valid tax invoices)
- Keep records supporting GST treatment decisions
How to Create an NDIS Invoice: Step-by-Step Guide
Step 1: Gather Required Information
Before creating your invoice, collect:
- Participant’s full name, NDIS number, and date of birth
- Service dates and details from your records
- Correct support item numbers for services delivered
- Current NDIS Price Guide rates
- Plan manager contact details (if applicable)
Step 2: Set Up Your Invoice Template
Use our free template or ensure your own includes:
- Your business details and NDIS registration number
- Clear sections for participant and service information
- Space for multiple line items
- Calculation fields for totals and GST
- Payment terms and bank details
Step 3: Enter Service Details
For each support delivered:
- Enter the date of service
- Add the correct support item number
- Write a clear description of the support provided
- Enter the quantity (hours, units, or kilometres)
- Apply the correct rate from the NDIS Price Guide
- Calculate the line item total
Step 4: Calculate Totals
- Sum all line items for the subtotal
- Add GST if applicable
- Calculate the total amount due
- Double-check all calculations
Step 5: Review and Send
Before sending:
- Verify all participant details are correct
- Confirm support item numbers are accurate
- Check rates align with NDIS Price Guide
- Ensure all required fields are complete
- Save a copy for your records
Common NDIS Invoicing Mistakes to Avoid
Avoid these frequent errors that can delay payment:
Incorrect Support Item Numbers
- Problem: Using outdated or wrong support item codes
- Solution: Always verify against the current NDIS Support Catalogue
Missing Participant Information
- Problem: Incomplete NDIS number or incorrect spelling of name
- Solution: Verify details against the participant’s NDIS plan
Rate Discrepancies
- Problem: Charging more than the NDIS Price Guide maximum
- Solution: Check current price limits before invoicing
Poor Service Descriptions
- Problem: Vague descriptions that don’t clearly identify the support
- Solution: Provide specific details about what service was delivered
Missing Dates of Service
- Problem: Not specifying when services were provided
- Solution: Include exact dates for all services claimed
Incorrect GST Treatment
- Problem: Charging GST on GST-free supports or vice versa
- Solution: Understand which services are GST-free under NDIS
NDIS Invoice Templates for Different Services
Different support types may require slight variations in invoicing:
Daily Living Support Invoice
Focus on:
- Hours of support provided
- Shift timing (weekday, evening, weekend, public holiday)
- Specific activities supported
- Location of service delivery
Therapy Services Invoice
Include:
- Type of therapy provided
- Duration of session
- Progress towards goals
- Any reports or assessments delivered
Support Coordination Invoice
Document:
- Activities undertaken
- Time spent on coordination tasks
- Outcomes achieved
- Communication with stakeholders
Transport Invoice
Specify:
- Journey details (from/to locations)
- Distance travelled (kilometres)
- Purpose of transport
- Whether participant was transported or provider was travelling
Best Practices for NDIS Invoicing
Maintain Accurate Records
Keep detailed service delivery records including:
- Daily case notes documenting supports provided
- Sign-off sheets or digital check-ins
- Progress notes linked to participant goals
- Communication records with participants and plan managers
Invoice Promptly
- Issue invoices within 7 days of service delivery
- Set up regular invoicing schedules (weekly or fortnightly)
- Don’t let invoices accumulate over long periods
- Be aware of claiming deadlines for NDIA-managed participants
Use Clear Descriptions
- Write descriptions that anyone can understand
- Avoid jargon or abbreviations
- Link services to participant goals where relevant
- Be specific about what was delivered
Stay Current with NDIS Changes
- Monitor NDIS Price Guide updates (usually annual)
- Check for changes to support item numbers
- Stay informed about claiming rule changes
- Attend NDIS provider training when available
Frequently Asked Questions About NDIS Invoices
How long do I have to submit an NDIS invoice? For NDIA-managed claims, you generally have 90 days from the service date to submit. For plan-managed or self-managed participants, terms vary but prompt invoicing is always recommended.
Can I charge more than the NDIS Price Guide rate? For NDIA-managed and most plan-managed participants, no. Self-managed participants have more flexibility, but rates should be reasonable and agreed in advance.
What if a participant’s plan runs out of funding? Stop providing services and invoice only for supports delivered while funding was available. Discuss options with the participant and their plan manager or support coordinator.
Do I need to be registered to invoice the NDIS? For NDIA-managed participants, registration is required for most supports. Plan-managed and self-managed participants can use both registered and unregistered providers.
How do I correct an invoice error? Issue a credit note for the incorrect invoice and create a new, corrected invoice. Never alter an invoice that has already been sent.
What records should I keep with my invoices? Maintain service delivery records, signed timesheets, progress notes, and any communication with participants or plan managers for at least 7 years.
NDIS Invoice Software and Tools
Consider using dedicated software to streamline invoicing:
NDIS-Specific Software Options
Many providers use specialised software that:
- Automatically applies correct support item numbers
- Updates rates when Price Guide changes
- Integrates with the NDIS portal for direct claiming
- Generates compliant invoices with minimal data entry
- Tracks budget utilisation across participants
Using Our Free Template
Our downloadable template provides:
- Professional formatting suitable for all plan management types
- Pre-configured sections for all required information
- Easy customisation for your business details
- Compatible with Microsoft Word and Google Docs
Download NDIS Invoice Template (DOCX)
Key Resources for NDIS Invoicing
- NDIS Pricing Arrangements and Price Limits
- NDIS Support Catalogue
- NDIS Provider Portal Guide
- NDIS Quality and Safeguards Commission
Summary
Creating compliant NDIS invoices is essential for maintaining cash flow and meeting your obligations as a registered provider. By using our free template and following the guidelines in this guide, you can ensure your invoices meet all NDIA requirements and are processed efficiently.
Key takeaways:
- Always include required provider and participant information
- Use correct support item numbers from the current Support Catalogue
- Apply rates that align with NDIS Price Guide limits
- Understand different requirements for each plan management type
- Keep detailed records supporting all invoiced services
- Invoice promptly and maintain professional documentation
Download our free NDIS invoice template to get started with professional, compliant invoicing today.
