NDIS Invoices and How to Create One

Published at 28-05-2025 10:15:37

Tags: #ForProviders

When preparing invoices for NDIS participants, it’s essential to ensure all necessary details are included so your invoice is processed smoothly. Unlike regular invoices, NDIS invoices have specific requirements that help streamline payment requests and avoid delays.

Key Components of an NDIS Invoice

Provider Information

Include your business details at the top of the invoice to clearly identify the service provider:

• Business Name: Use the registered name associated with your ABN.
• ABN (Australian Business Number): This is crucial for tax and verification purposes.
• Contact Information: Include a phone number, email, and address.

Participant Information

Provide clear details about the NDIS participant for accurate record-keeping and quick payment processing:

• Participant’s Name: Full legal name as registered with the NDIS.
• Participant’s NDIS Number: This unique identifier is required for billing purposes.
• Participant’s Address: Required only for services like Specialist Disability Accommodation (SDA); include the postcode.

Invoice Details

Proper invoicing details help you and the participant keep track of payments and make record-keeping easier:

• Invoice Number: A unique identifier for each invoice to track payments.
• Invoice Date: The date the invoice is issued.
• Payment Terms: Set the expected payment due date to establish clear payment timelines.

Service Details

This section is where the specifics of the service provided are listed. Make sure to include:

• Service Description: Outline the service provided, e.g., “Assistance with Daily Living.”
• Quantity: The number of hours or service units delivered (e.g., 3 hours).
• Unit Price: The hourly rate or unit cost of the service provided.
  • Note: For plan-managed and agency-managed participants, rates cannot exceed NDIS-approved rates. Check the latest pricing arrangements to ensure compliance.
• Line Item Code and Name: Use the exact code and title from the NDIS support catalogue, including both number and name. For instance: Assistance With Self-Care Activities - Standard - Weekday Daytime (01_011_0107_1_1).
• Service Date(s): Include the specific date(s) of service, ensuring dates are prior to or on the invoice date.
• Delivery Type: Indicate if the service was delivered as face-to-face, provider travel, short-notice cancellation, or an NDIS-requested report.

Invoice Total

• Total Amount: The total cost of the services provided.
• GST Component: Most NDIS services are GST-free, but if GST is applicable, ensure it’s shown separately.

Important Reminders

• Accuracy: NDIS participants and providers use these invoices to submit payment requests, so accuracy is critical.
• Line Items: For services billed per unit or hour, use exact names and line codes from the NDIS Support Catalogue to prevent claims rejections. You can check these on the NDIS Pricing Arrangements and Price Limits 2024-25 (PDF 1.3MB)

Free NDIS Invoice Template

To streamline your invoicing process, download our free NDIS Invoice template. This template is designed to meet all NDIS requirements, making it easy to prepare professional and compliant invoices for faster payments.

Provider Invoice Template (DOCX)