NDIS Invoice Template 2025: Free Download + Complete Invoicing Guide
Key Updates: NDIS Invoicing Requirements December 2025
Major Changes for 2025-26:
- Claim window extended to 2 years from service date (effective October 3, 2025)
- New PAPL v1.1 released November 24, 2025 with 12 new support item codes
- Therapy moved to Capacity Building - can no longer be claimed under Core budget
- Travel and service time must be shown separately on invoices
- Electronic record-keeping now mandatory for audits
Last updated: December 17, 2025 - Source: NDIS Pricing Arrangements 2025-26
Quick Navigation
- Free Invoice Template Download
- Mandatory Invoice Fields
- GST Requirements
- Common Invoicing Mistakes
- Best Invoicing Software
- Line Item Codes Reference
Quick Tip: Before creating your invoice, use our free NDIS Code Lookup Tool to find the correct support item codes and current pricing limits for your services.
NDIS Invoice Template: Key Points
- NDIS invoices must include 13 mandatory fields including provider ABN, participant NDIS number, support item codes, and service dates
- Most NDIS supports are GST-free, but you must still display your ABN and state “GST-free service”
- Invoices submitted more than 2 years after service delivery will be automatically rejected (as of October 2025)
- Incorrect support item codes are the #1 cause of invoice rejections - always use the 2025-26 Support Catalogue
- Plan-managed participants can receive invoices directly; NDIA-managed require submission through the myplace Provider Portal
Calculate your earnings: Use our free Support Worker Income Calculator to estimate your weekly and annual income based on current NDIS rates.
Free NDIS Invoice Template Download
We’ve created a compliant NDIS invoice template that includes all mandatory fields required by the NDIA for 2025-26. This template meets all current requirements and can be customised for your business.
What’s Included in Our Free Template:
| Feature | Included |
|---|---|
| All 13 mandatory NDIA fields | Yes |
| Auto-calculation formulas | Yes |
| GST-free statement | Yes |
| Multiple line items | Yes |
| Support item code column | Yes |
| Service date/time fields | Yes |
| Travel separation | Yes |
| Payment terms section | Yes |
Download formats available:
- Microsoft Excel (.xlsx) - with auto-calculations
- Google Sheets - cloud-based with sharing
- PDF - for manual completion
- Word (.docx) - for customisation
Note: The NDIA also provides official templates on the NDIS Provider Portal under Resources > Invoices & Claims.
Mandatory NDIS Invoice Fields 2025
Every NDIS invoice must contain these 13 fields to be accepted by the NDIA, plan managers, or participants:
1. Invoice Header
| Field | Requirement | Example |
|---|---|---|
| Document Type | ”Tax Invoice” (if GST-registered) or “Invoice” (if GST-free) | Invoice |
| Invoice Number | Unique, sequential, no gaps | INV-2025-00123 |
| Date of Issue | dd/mm/yyyy format | 17/12/2025 |
2. Provider Details
| Field | Requirement | Why It’s Needed |
|---|---|---|
| Business Name | As registered with NDIA | Verification |
| ABN | 11-digit Australian Business Number | Tax and verification |
| Contact Details | Phone and email | Queries and clarification |
| Address | Full business address | Audit requirements |
| NDIS Registration Number | If registered provider | Verification |
3. Participant Details
| Field | Requirement | Why It’s Needed |
|---|---|---|
| Full Name | Participant’s legal name | Plan matching |
| NDIS Number | Unique participant identifier | Budget allocation |
| Address | Including postcode (required for SDA) | Location verification |
4. Service Details (Per Line Item)
| Field | Requirement | Example |
|---|---|---|
| Service Date(s) | Start and end date for each service | 12/12/2025 - 15/12/2025 |
| Service Time | Required for hourly supports | 9:00am - 1:00pm |
| Support Item Code | From NDIS Support Catalogue 2025-26 | 01_011_0107_1_1 |
| Description | Clear service description | Assistance with self-care - weekday daytime |
| Quantity | Hours, units, or days | 4 hours |
| Unit Price | Must not exceed PAPL price limit | $70.23 |
| Line Total | Quantity x Unit Price | $280.92 |
5. Financial Summary
| Field | Requirement | Notes |
|---|---|---|
| Subtotal | Sum of all line items | Before GST |
| GST Amount | $0.00 for most NDIS services | Only if applicable |
| Total Payable | Final amount | Must match line items |
| Payment Terms | Due date for payment | e.g., “Payable within 14 days” |
Example NDIS Invoice 2025
Here’s a complete example of a properly formatted NDIS invoice:
INVOICE
Provider Details:
| Business Name | Quality Care Support Services Pty Ltd |
| ABN | 12 345 678 901 |
| Address | 45 Care Street, Sydney NSW 2000 |
| Phone / Email | 0400 123 456 / admin@qualitycare.com.au |
| NDIS Provider No. | 4050012345 |
Participant Details:
| Participant Name | Jane Smith |
| NDIS Number | 1234 5678 9012 |
| Address | 78 Home Avenue, Newcastle NSW 2300 |
Invoice Details:
| Invoice Number | INV-2025-00456 |
| Date Issued | 17 December 2025 |
| Payment Due | 31 December 2025 |
| Service Date | Support Item Code | Description | Qty | Unit Price | Total |
|---|---|---|---|---|---|
| 12/12/2025 | 01_011_0107_1_1 | Assistance with Self-Care - Standard - Weekday Daytime | 4 hrs | $70.23 | $280.92 |
| 12/12/2025 | 04_104_0125_6_1 | Community Access - Standard - Weekday Daytime | 2 hrs | $70.23 | $140.46 |
| 14/12/2025 | 01_013_0107_1_1 | Assistance with Self-Care - Standard - Saturday | 3 hrs | $98.82 | $296.46 |
| 14/12/2025 | Provider Travel | Travel to participant’s home | 0.5 hrs | $0.00 | $0.00 |
| Subtotal | $717.84 |
| GST | $0.00 |
| TOTAL PAYABLE | $717.84 |
This invoice is GST-free under NDIS Pricing Arrangements
Payment Details:
- BSB: 123-456
- Account: 12345678
- Account Name: Quality Care Support Services Pty Ltd
- Reference: INV-2025-00456
GST Requirements for NDIS Invoices
Understanding GST treatment is crucial for NDIS invoicing. Here’s what you need to know:
GST-Free Services (Most NDIS Supports)
| Service Type | GST Status | Invoice Note |
|---|---|---|
| Personal care and daily living | GST-Free | Include: “GST-free under NDIS” |
| Community participation | GST-Free | Show GST = $0 |
| Support coordination | GST-Free | Display ABN regardless |
| Therapy services | GST-Free | No GST component |
| Plan management | GST-Free | State GST exemption |
GST-Applicable Services (Exceptions)
| Service Type | GST Status | Invoice Requirement |
|---|---|---|
| Transport (taxi, rideshare) | 10% GST | Show GST component separately |
| Some equipment purchases | 10% GST | Display “Total incl. GST” |
| Certain commercial services | 10% GST | Must be GST-registered |
Key GST Rules:
- Display ABN on all invoices - even for GST-free services
- Only charge GST if registered - registration required if turnover exceeds $150,000/year
- Label correctly - Use “Tax Invoice” only if charging GST; otherwise use “Invoice”
- Separate GST line - Always show GST amount, even if $0.00
Important: If you’re unsure whether a specific service is GST-free, check the NDIS Pricing Arrangements 2025-26 or consult a tax professional.
Common NDIS Invoicing Mistakes and How to Avoid Them
Based on feedback from plan managers and the NDIA, these are the most common reasons invoices get rejected:
Mistake #1: Wrong Support Item Code
The Problem: Using outdated codes or incorrect code variations (e.g., using 01_001 instead of 01_001_0107_1_1)
The Fix:
- Always use the 2025-26 NDIS Support Catalogue - updated November 2025
- Verify each code matches the exact service delivered
- Check that time-of-day variations are correct (weekday, evening, weekend, public holiday)
Quick Reference - Common Support Codes 2025-26:
| Service | Weekday Daytime | Saturday | Sunday | Public Holiday |
|---|---|---|---|---|
| Self-Care (Standard) | 01_011_0107_1_1 | 01_013_0107_1_1 | 01_014_0107_1_1 | 01_012_0107_1_1 |
| Community Access (Standard) | 04_104_0125_6_1 | 04_105_0125_6_1 | 04_106_0125_6_1 | 04_107_0125_6_1 |
| Self-Care (High Intensity) | 01_400_0104_1_1 | 01_401_0104_1_1 | 01_402_0104_1_1 | 01_403_0104_1_1 |
For a complete list of codes, see our NDIS Line Items Guide 2025-26.
Mistake #2: Price Exceeds PAPL Limit
The Problem: Charging more than the maximum price limit set by the NDIA
The Fix:
- Download the latest NDIS Support Catalogue 2025-26 (updated November 24, 2025)
- Apply correct location loadings (Remote: +40%, Very Remote: +50%)
- Remember prices include all costs - no additional fees allowed
2025-26 Price Limits (National - MMM1-5):
| Support Type | Weekday Day | Weekday Eve | Weekday Night | Saturday | Sunday | Public Holiday |
|---|---|---|---|---|---|---|
| Standard Intensity | $70.23/hr | $77.38/hr | $78.82/hr | $98.82/hr | $127.44/hr | $156.03/hr |
| High Intensity | $75.97/hr | $83.73/hr | $85.31/hr | $107.01/hr | $137.98/hr | $168.81/hr |
Mistake #3: Bundling Travel with Service Time
The Problem: Including travel time within service hours instead of separating
The Fix:
- Create separate line items for service delivery and travel
- Use appropriate travel codes or show as $0.00 if not charging
- Document travel distance/time in your records
Example:
Service: Assistance with Self-Care - 2 hours @ $70.23 = $140.46
Travel: Provider travel - 30 mins @ $0.00 = $0.00Mistake #4: Missing or Incorrect ABN
The Problem: ABN not shown or doesn’t match registered details
The Fix:
- Always include your 11-digit ABN
- Verify ABN is correct at ABN Lookup
- Ensure business name matches ABN registration
Mistake #5: Duplicate Invoice Numbers
The Problem: Reusing invoice numbers after corrections or across participants
The Fix:
- Use a sequential numbering system with no gaps
- If voiding an invoice, mark as “CANCELLED” and issue a new number
- Consider format:
INV-YYYY-NNNNN(e.g., INV-2025-00123)
Mistake #6: Late Submission (Beyond 2-Year Window)
The Problem: Submitting claims more than 2 years after service delivery
The Fix:
- Set calendar reminders for claim deadlines
- Submit invoices weekly for optimal cash flow
- Track outstanding claims in a spreadsheet
New Rule (October 2025): The NDIA now rejects all claims submitted more than 2 years from the service start date. This replaced the previous 1-year window.
Mistake #7: Therapy Under Wrong Budget
The Problem: Claiming therapy services under Core budget instead of Capacity Building
The Fix:
- All therapy services must now be claimed under Capacity Building - Improved Daily Living
- Check the participant’s plan has Capacity Building funding
- Use correct therapy line item codes (15_XXX series)
Best NDIS Invoicing Software 2025
Choosing the right software can significantly reduce errors and save time. Here’s a comparison of popular options:
Free Options
| Software | Free Tier | NDIS Features | Best For |
|---|---|---|---|
| NDIA Official Template | Unlimited | All mandatory fields | Basic compliance |
| Imploy | Full template | Auto-calculations, budget tracking | Small providers |
| Zeller Invoices | Unlimited invoices | 2025 price list updates | High volume |
| ShiftCare Starter | Up to 3 participants | Service logging, budget alerts | New providers |
| Zoho Invoice | 5 clients | Custom templates, GST handling | Growing businesses |
Paid Options (Worth Considering)
| Software | Monthly Cost | NDIS Features | Best For |
|---|---|---|---|
| ShiftCare Pro | $15-50/user | Full NDIS integration, rostering | Established providers |
| CareMaster | $49+ | Complete practice management | Therapy providers |
| GoodHuman | Custom | End-to-end NDIS platform | Large organisations |
| MYOB | $0-70 | NDIS templates, tax integration | Bookkeeping focus |
| Xero | $32-78 | Custom templates, app integrations | Accounting integration |
Feature Comparison
| Feature | Free Templates | Basic Software | Professional Software |
|---|---|---|---|
| Mandatory field validation | Manual | Partial | Full |
| Auto price limit checking | No | Some | Yes |
| Support code lookup | No | Some | Yes |
| Budget remaining alerts | No | Limited | Yes |
| Bulk invoicing | No | Limited | Yes |
| Portal submission | No | No | Some |
| Audit trail | Manual | Basic | Comprehensive |
Recommendation by Business Size:
| Business Size | Invoices/Month | Recommended Solution |
|---|---|---|
| Sole trader (new) | 1-20 | Free templates + Excel tracker |
| Sole trader (established) | 20-50 | Imploy or Zoho Invoice |
| Small provider (1-5 staff) | 50-200 | ShiftCare or CareMaster |
| Medium provider (5-20 staff) | 200-500 | GoodHuman or full accounting suite |
| Large provider (20+ staff) | 500+ | Enterprise NDIS software |
NDIS Line Item Codes for Invoicing
Here are the most commonly used support item codes for invoicing in 2025-26:
Core Supports - Assistance with Daily Life (01)
| Code | Description | Price Limit (National) |
|---|---|---|
| 01_011_0107_1_1 | Self-Care - Standard - Weekday Day | $70.23/hr |
| 01_013_0107_1_1 | Self-Care - Standard - Saturday | $98.82/hr |
| 01_014_0107_1_1 | Self-Care - Standard - Sunday | $127.44/hr |
| 01_012_0107_1_1 | Self-Care - Standard - Public Holiday | $156.03/hr |
| 01_015_0107_1_1 | Self-Care - Standard - Weekday Evening | $77.38/hr |
| 01_002_0107_1_1 | Self-Care - Standard - Weekday Night | $78.82/hr |
| 01_400_0104_1_1 | Self-Care - High Intensity - Weekday Day | $75.97/hr |
| 01_004_0107_1_1 | Personal Domestic Activities | $59.49/hr |
Core Supports - Community Participation (04)
| Code | Description | Price Limit (National) |
|---|---|---|
| 04_104_0125_6_1 | Community Access - Standard - Weekday Day | $70.23/hr |
| 04_105_0125_6_1 | Community Access - Standard - Saturday | $98.82/hr |
| 04_106_0125_6_1 | Community Access - Standard - Sunday | $127.44/hr |
| 04_107_0125_6_1 | Community Access - Standard - Public Holiday | $156.03/hr |
| 04_400_0104_1_1 | Community Access - High Intensity - Weekday Day | $75.97/hr |
Capacity Building - Support Coordination (07)
| Code | Description | Price Limit (National) |
|---|---|---|
| 07_001_0106_8_3 | Support Coordination - Level 1 | $80.06/hr |
| 07_002_0106_8_3 | Support Coordination - Level 2 | $100.14/hr |
| 07_004_0132_8_3 | Specialist Support Coordination | $190.54/hr |
Capacity Building - Improved Daily Living (15) - Therapy
| Code | Description | Price Limit (National) |
|---|---|---|
| 15_055_0128_1_3 | Physiotherapy | $193.99/hr |
| 15_054_0128_1_3 | Psychology | $232.99/hr |
| 15_056_0128_1_3 | Occupational Therapy | $193.99/hr |
| 15_037_0128_1_3 | Assessment and Report Writing | $214.41/hr |
For a complete list of all NDIS support codes, see our NDIS Codes 2025-26 Complete Guide.
How to Submit NDIS Invoices
The submission process depends on how the participant’s plan is managed:
Plan-Managed Participants
- Send invoice directly to the plan manager via email or their portal
- Include all mandatory fields as outlined above
- Attach supporting documents if required (timesheets, quotes)
- Expected payment: 7-14 business days after approval
NDIA-Managed Participants
- Log into the myplace Provider Portal
- Create a Payment Request (not a traditional invoice)
- Enter service details with correct support item codes
- Submit within 90 days of service delivery
- Expected payment: 2-3 business days after approval
Self-Managed Participants
- Invoice the participant directly via email
- Participant claims reimbursement from their NDIS funds
- Keep copies of all invoices for audit purposes
- Follow up if payment is delayed
Record Keeping Requirements
The NDIA requires providers to maintain comprehensive records for audit purposes:
What to Keep
| Document | Retention Period | Storage Format |
|---|---|---|
| Invoices | 7 years | Electronic (PDF) |
| Timesheets | 7 years | Electronic |
| Service agreements | Duration + 7 years | Electronic |
| Receipts (equipment) | 7 years | Electronic |
| Communication records | 7 years | Electronic |
Best Practices
- Organise by participant: Create folders structured as
Participant Name/Year/Month - Back up regularly: Use cloud storage (OneDrive, Google Drive, SharePoint)
- Name files consistently: e.g.,
INV-2025-00123-JaneSmith-Dec2025.pdf - Keep audit trails: Document any changes or corrections
Frequently Asked Questions
How do I create an NDIS invoice?
Use an invoice template that includes all 13 mandatory fields: provider details (ABN, business name, contact), participant details (name, NDIS number), invoice number, date, service dates, support item codes, descriptions, quantities, unit prices, line totals, GST status, and total payable.
What information must be on an NDIS invoice?
Mandatory fields include: provider ABN and business name, participant name and NDIS number, unique invoice number, date of issue, service dates and times, NDIS support item codes from the 2025-26 Support Catalogue, service descriptions, quantities, unit prices (not exceeding PAPL limits), line totals, GST status, and total payable.
Is there a free NDIS invoice template?
Yes, the NDIA provides free invoice templates on the Provider Portal. You can also download free templates from Imploy, or use our template above. Free accounting software like Zoho Invoice (5 clients) and Zeller Invoices (unlimited) also offer NDIS-compliant templates.
Do NDIS invoices need GST?
Most NDIS supports are GST-free, so you show GST as $0.00 and include a statement like “This invoice is GST-free under NDIS Pricing Arrangements.” However, you must still display your ABN. Some services like transport may be GST-applicable.
How long do I have to submit an NDIS invoice?
As of October 3, 2025, you have 2 years from the service delivery date to submit claims. For NDIA-managed participants, payment requests should be lodged within 90 days of the service booking end date.
What is the most common reason NDIS invoices are rejected?
Incorrect or outdated support item codes are the #1 cause of rejections. Always use codes from the current 2025-26 NDIS Support Catalogue and ensure time-of-day variations (weekday, weekend, public holiday) are correct.
Can I charge more than the NDIS price limit?
No, the PAPL price limits are maximums that cannot be exceeded. Charging above these limits will result in invoice rejection. You can charge less than the price limit if you choose.
How often should I submit NDIS invoices?
For optimal cash flow, submit invoices weekly. This reduces admin burden while ensuring regular payments. Some providers submit daily for high-volume services, while others batch monthly - but monthly batching increases the risk of errors and cash flow issues.
Do I need special software for NDIS invoicing?
No, but it helps. You can use free templates in Excel or Word, but dedicated NDIS software like ShiftCare, CareMaster, or GoodHuman can auto-validate codes, check price limits, and reduce errors significantly.
What happens if my invoice is rejected?
Review the rejection reason provided, correct the issue (wrong code, exceeded price limit, missing field), and resubmit with a new invoice number. Never reuse the rejected invoice number.
Key Resources
- NDIS Pricing Arrangements and Price Limits 2025-26 - Official price guide
- NDIS Support Catalogue 2025-26 - Complete line item codes
- myplace Provider Portal - For NDIA-managed claims
- ABN Lookup - Verify your ABN
- NDIS Quality and Safeguards Commission - Compliance requirements
Get Expert Support With Your NDIS Journey
Navigating NDIS invoicing can be complex, but you don’t have to figure it out alone. At MD Home Care, we help support workers and providers understand their obligations and streamline their processes.
How we can help:
- Invoice review: We can check your invoices for compliance
- Training: Learn best practices for NDIS claiming
- Support coordination: Help participants understand their plans and invoices
Contact MD Home Care today for a free consultation and let us help you get paid faster with compliant invoicing.
