Essential Invoicing Tips for NDIS Providers
Looking to ensure faster and more reliable invoice payments? These essential tips will help you streamline your invoicing process, minimise delays, and support timely, hassle-free payments.
Tip 1: Include all required information
The NDIA is meticulous when it comes to invoice details. Missing or incorrect information is one of the most common reasons for payment delays. Make sure each invoice includes the following:
- A unique invoice number
- Participant's full name and NDIS number
- Provider name, ABN, and bank details
- The date(s) the service was delivered
- A clear description of the service
- The relevant NDIS support item code (from the current NDIS Pricing Arrangements)
- Units or hours of service
- The unit price
- A line total for each service and a grand total for the invoice
A well-structured invoice helps ensure faster processing and payment.
Tip 2: Know when GST applies
Most services provided directly to NDIS participants are GST-free, but not always. According to the ATO, a support is GST-free if:
- The participant has an active NDIS plan
- The support is reasonable and necessary and listed in the participant's plan
- A written agreement exists between you and the participant (or their nominee)
- The support is included in the relevant GST-free categories under legislation
For more guidance, visit our blog — Should You Be Charging GST as an NDIS Provider?
Tax laws can change, so it's always best to check with a qualified accountant or tax advisor.
Tip 3: Stick to the price limits
The NDIS Pricing Arrangements and Price Limits (updated annually) outlines maximum chargeable rates for specific supports. You can charge any amount up to the listed price limit but not above it. These limits are inclusive of GST, if applicable.
Make sure your invoice prices align with the correct support item limits to avoid rejection or partial payments.
Tip 4: Group hours for each line item
If you've delivered the same service on multiple days, calculate the total number of hours or units per support item and list it as a single line. This makes your invoice clearer and helps reduce processing delays.
Tip 5: Submit invoices regularly
Timely submission helps maintain your business's cash flow and makes it easier to track payments. There's no need to wait until the end of the month — as soon as a service is delivered, an invoice can be sent.
Tip 6: Keep communication open
Build a strong, transparent relationship with participants. Keep them informed about your services, invoicing, and any updates. Clear communication helps prevent misunderstandings and creates a smoother invoicing experience.
Tip 7: Use a service agreement
Service agreements are mandatory for registered providers and strongly recommended for unregistered providers. A well-structured service agreement clearly outlines the supports to be delivered, the associated costs and units, and the responsibilities of each party. Having this clarity in place helps set expectations from the outset, builds trust with participants, and supports a smoother, more efficient invoicing and payment process.