NDIS Guide
NDIS invoice requirements are simple once you know the list, and getting them right is the fastest way to make sure a support worker or provider is paid on time. This guide is for providers and sole traders who invoice plan managed participants, and for participants and parents who want to check an invoice before it goes to their plan manager. It covers what an invoice must include, a simple layout you can copy, and why invoices get queried. To see how the payment side works, read what an NDIS plan manager does.
What must an NDIS invoice include?
The NDIS sets out the records providers must keep, and invoices are one of them. It lists a minimum set of identifying details for every record, and further details that invoices need on top of that.
The minimum details on every record, including invoices:
- The participant’s name
- The participant’s NDIS number
- The date or dates the support was delivered
- The amount and quantity or hours of the support delivered
- The support type
What an invoice must include in addition:
- The provider’s business name
- The provider’s ABN. An invoice must include a valid ABN unless you are exempt from providing one. If you are exempt, you must include a statement by a supplier form, which is available from the Australian Taxation Office’s website.
- The participant’s address, including the postcode if the invoice is for Specialist Disability Accommodation
- The support item number listed in the NDIS Support Catalogue
- The claim type
- The total invoice amount
- The GST component, if applicable. Most NDIS services are GST free.
Each invoice can only be for one participant, but it can include multiple NDIS supports. The NDIS explains the rules on its pages about record keeping requirements and getting paid. Plan managers also ask for practical details such as an invoice number and your bank details, so they know where to pay you.
A simple NDIS invoice layout you can copy
You do not need special software. A clear layout with the details above works. Replace the text in square brackets with your own information.
| Section | What to put in it |
|---|---|
| Invoice details | [Invoice number] and [invoice date] |
| Provider | [Business name], [ABN], [contact email and phone] |
| Participant | [Participant full name], [NDIS number] and [address] |
| Each support | [Date delivered], [support type and description], [support item number], [claim type], [quantity or hours], [rate], [line total] |
| Total | [Invoice total for this participant only] and [GST component, if applicable] |
| Payment details | [Account name], [BSB], [account number] |
Why plan managers query or hold invoices
A plan manager cannot pay an invoice they cannot match to a participant, a support and a budget. Most delays come from a handful of causes:
- The NDIS number or participant name is missing or does not match the plan
- The support item number is missing, wrong or does not fit the description
- The ABN is missing or does not match the business name
- One invoice covers more than one participant
- The hours or amount do not match what was agreed or what the plan allows
- Bank details are missing or have changed without notice
If your plan manager queries an invoice, the quickest fix is usually a corrected invoice with the missing detail. If a payment goes wrong after the invoice is approved, see our guide to an NDIS plan manager payment error.
How participants and parents can check an invoice
You do not need to know every rule to spot a problem. The NDIS says your plan manager gets your approval before submitting claims, so that the supports delivered match what is on the invoice. Before you approve an invoice, run through five quick checks:
- Is your name and NDIS number correct?
- Do the dates match the days the support actually happened?
- Do the hours and rate match what you agreed with the provider?
- Is each line described clearly enough that you know what it is for?
- Is the invoice only for you, not shared with anyone else?
If something looks wrong, ask the provider to correct it before it goes to your plan manager. A written service agreement that states the rate and hours makes this much easier, and our guide to how to choose an NDIS plan manager explains how to ask for one.
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Find my plan manager — submit a free inquiryHow to send an invoice to a plan manager
If the participant is plan managed, the NDIS says providers need to send invoices directly to the participant’s plan manager. The plan manager processes the claim after they receive the invoice and enters it into the relevant provider portal. Plan managers must keep all invoices and records for the claims they submit. Ask your plan manager which email address or portal they use for invoices, because it differs between providers.
Plan managed participants can use both registered and unregistered providers, so unregistered providers should include the same core details so that the plan manager can process the claim. If you are unsure what a particular plan manager needs, ask them before you send your first invoice. To compare how providers handle invoices and payments, see our comparison of NDIS plan managers, and to understand who pays for plan management itself, read our guide to what NDIS plan management is.
Frequently Asked Questions About NDIS Invoice Requirements
What information must be on an NDIS invoice?
An NDIS invoice needs the participant’s name, NDIS number and address, the dates the support was delivered, the amount and quantity or hours, and the support type. It also needs the provider’s business name and ABN, the support item number from the NDIS Support Catalogue, the claim type, the total invoice amount and any GST.
Can one invoice cover more than one participant?
No. Each NDIS invoice can only be for one participant. It can include multiple supports for that participant, but you need a separate invoice for each person.
Do I need an ABN to invoice the NDIS?
An invoice must include a valid ABN unless you are exempt from providing one. If you are exempt, you must include a statement by a supplier form, which is available from the Australian Taxation Office’s website.
Where do I send an invoice for a plan managed participant?
Send it directly to the participant’s plan manager. The plan manager processes the claim and enters it into the provider portal after they receive the invoice. Ask the plan manager which email or portal they prefer.
Do NDIS invoices need GST?
Invoices need to show the GST component if it applies. The NDIS says most services are GST free. If you are unsure whether GST applies to a support, check the Australian Taxation Office’s guidance on creating invoices.
Is there an official NDIS invoice template?
You can use your own invoicing software or a simple layout like the one in this guide, as long as it includes the required details. If you are unsure, check with the plan manager who will receive your invoices.
What happens if an invoice is missing information?
Your plan manager may query it or hold it until you send the missing detail, which delays payment. Sending a corrected invoice with the missing information is usually the quickest way to fix it. You can compare how different providers handle this in our NDIS plan manager comparison.