NDIS Invoicing Made Easy: How to Get Your Invoice Right the First Time

When you’re providing supports to NDIS participants, you want to focus on delivering great services, not chasing payments.

One of the main reasons payments get delayed is because invoices aren’t prepared correctly.

Lately, the National Disability Insurance Agency (NDIA) has strengthened its efforts to prevent fraud and ensure compliance. As a result, claims are now subject to more thorough scrutiny, which can extend the time it takes for funds to be approved and payments to be processed.

At Pacific Plan Management, we process invoices as quickly as possible, often within days but if important details are missing, we can’t submit them to the NDIA until they’re fixed.

The good news? A few simple steps can make all the difference.

Why Correct Invoicing Matters

When an invoice is correct:

·         Participants get their supports paid promptly

·         Providers get paid faster

·         Everyone spends less time on back-and-forth emails fixing errors

A small oversight like leaving off the service date or a vague service description can lead to unnecessary delays, which no one enjoys.

Common Mistakes We See

Below are a few errors that regularly hold up payments:

·         Missing ABN or business name

·         Missing service dates

·         Vague descriptions of services

·         Incorrect NDIS line item or rate

·         Not including separate lines for each support and each date of service.

·         Incomplete Invoices

The Essential NDIS Invoice Checklist

Before you hit “send,” make sure your invoice includes:

1.      Provider details – business name, ABN, and contact info

2.      Participant details – full name, contact details and NDIS number

3.      Invoice date and unique invoice number

4.      Service date(s) – when the support was delivered

5.      Detailed description of the support provided – along with relevant line-item code

6.      Quantity/hours of service, the rate and amount per service (check against NDIS price limits)

7.      Total amount due – with GST info if applicable

8.      Payment details – bank account or payment method

9.      The Plan Manager’s Contact Information - we prefilled this for you with our details when you use our FREE Provider Invoice Template from our website.

While your invoice format might vary depending on the software or layout you use, the critical aspect is ensuring all necessary information is accurately presented.

What If Your Invoice Doesn’t Meet the Requirements?

If an invoice doesn’t comply with NDIS standards, you’ll get an email detailing the reasons for rejection. This message will clearly explain which details are missing or inaccurate.

It’s then up to the provider to correct these issues and send the invoice again. Under current funding regulations, plan managers are not permitted to make changes to provider invoices. Fixing and resubmitting non-compliant invoices is the provider’s responsibility.

Extra Tips for Providers

·         Send invoices promptly – it keeps cash flow healthy, reduces forgotten details and you’re less likely to be impacted if there’s something in a claim that prevents payment.

·         Use a template – many free NDIS invoice templates are available and help ensure nothing’s missed, such as ours: FREE Provider Invoice Template

·         Double-check your pricing – stay up to date with the latest NDIS Price Arrangements and Price Limits

·         The NDIA allows up to 5 business days to process a compliant invoice and a further 2 business days to release funds. This means providers don’t need to call to follow up straight away — please allow at least 7 business days before checking in. If we process your invoice sooner than this, great news — you’ve invoiced correctly!

What Participants Should Know About Invoices and Support Codes

Even as an NDIS participant, understanding how support codes work can help you manage your plan and services more effectively.

Your NDIS plan specifies the types of supports you’re funded for, broken down into categories that include individual support items, each identified by a unique code.

If a provider submits an invoice for a service that isn’t included in your plan:

·         The NDIA may decline payment for that service.

·         You might be responsible for covering the cost yourself.

·         Your overall budget could be depleted faster than anticipated.

To avoid surprises, always double-check that the services you receive align with the support approved in your plan.

How Pacific Plan Management Helps

We know your time is valuable. When we receive an invoice that ticks all the boxes, we can get it processed quickly — often within 2-3 business days.

If something’s missing, we’ll let the provider know straight away so it can be fixed and paid as soon as possible.

Accurate invoices mean less stress, faster payments, and more time doing what matters — delivering quality support to participants.

Let’s make invoicing the easiest part of the NDIS process.