From support item reference numbers to participant NDIS numbers, there’s simply more information that must be included in an invoice to be sent to the NDIA (National Disability Insurance Agency) – and overlooking any one of these pieces could mean that your NDIS payment request will be rejected 🤯

Fear not! We are here to help you get your invoices right the first time, making your life easier and less stressful by saving you time and giving you greater control over your cash flow. With that in mind, let’s look at what you need to include on your invoices to get paid faster 😎

NDIS Invoice Requirements: A Checklist ✅

To help you receive your NDIS payments as quickly as possible, we’ve created an NDIS invoice template that contains everything required for NDIS provider payments. You can download it here and create a copy for you to use select (File > Make a copy in the menu). 

But even if you use our invoicing template, it’s still a good idea to understand what must be included on each invoice. We’ve split the requirements into four sections to make this easier to visualise:

1. Invoice Number and Details

Typically, you’ll need to add the following information at the top of the invoice.

• Invoice title: If your invoice is a tax invoice, it needs to clearly state this. You don’t need to overcomplicate things; writing ‘Tax Invoice’ is fine. Whilst most NDIS services aren’t taxable, some are, so make sure to double-check.

• Invoice number: While not required by the Australian government, it’s a good idea to give each invoice an identifying code so that you can easily refer to it later, if needed. Using just the invoice date can result in confusion and mix-ups, because – as we’re about to explain – each invoice needs at least three dates on it. Keep your invoice numbers simple: start at 0001 and increase the number each time. Alternatively, you can create your own system that refers to the year, month and NDIS participant in question.

• Invoice date: This should be the date the invoice is issued. Remember, you can only invoice for services that you have already provided.
  

2. Your Disability Provider Details

Again, this information normally goes at the top of the invoice. It’s a good idea to keep it all in one column and write something like ‘From’ at the top. This prevents your details and the participant details from getting confused.

• Your business name: Make sure this is an exact match for the name registered with the Australian Securities and Investments Commission (ASIC). Only the case can change, e.g. BUSINESS NAME can be written as Business Name.

• Your ABN: If you’ve forgotten your ABN, look it up here. 

• Your contact details: Generally, this will be your registered business address, phone number and email address.
  

3. NDIS Participant Details

This information also tends to go at the top of the invoice. Write ‘To’ at the top, and keep it all in one column – separate from your business details – to avoid confusion.

• Participant name or plan manager name

• Participant reference number or NDIS number

• Participant’s contact details or plan manager’s contact details
  

Get this information from the participant or the plan manager. Even if you’re invoicing the plan manager rather than the participant, make sure to include the participant’s reference number in this section of your invoice.

4. NDIS Service Details 

This information is normally presented in a table in the middle third of the invoice. You’ll probably put most of the following bullet points in their own columns, although some can be merged if you want. For example, you might want to include the dates of support in the support item description. 

We’ve listed these points in the same order as you’ll likely want to organise your table (the first bullet point will be the first column on the left, while the last bullet point will be the final column).

Make sure to check the NDIS Price Guide so you’re aware of the NDIS payment rates and don’t unintentionally over- or undercharge.

• Support item reference number and description: Double-check item reference numbers here. 

• Dates of support: It’s good practice to include the time as well as the date, although it’s not required.

• Type: This is where you specify exactly what the cost incurred refers to, e.g. ‘hours’ or ‘kilometres’.

• Quantity of support item: If you’re using separate columns for the type and quantity of the support item, then you just need to include the number here. The unit will already be made clear by the information in the type column. In other words, write ‘2’, not ‘2 hours’.

• Support item unit price: For example, if you’re charging for two hours of care, put the price of one hour here.

• Per-item GST (if applicable): As an NDIS provider, most of your services won’t require GST. Some, however – such as PPE or mileage – might. If some services require GST and others don’t, you can simply put 0.00 or N/A in the rows for untaxed services.

• Support item total price: This part is simple: just multiple the unit price by the quantity. 
  

5. Your Payment Details

Finally, include information required to receive payment from the NDIA for your invoice.

• Total amount due: Remember that if you’re charging tax on your services, you’ll need to specify the pre-tax subtotal, as well as a total amount.

• Date due: You can write the number of days the invoice recipient has to pay, e.g. ‘14 days from invoice date’, but to avoid confusion, we recommend writing the calendar date. Make sure to specify the year too!

• Payment method: Include everything the invoice recipient needs to make payment. For example, if you would like to be paid via bank transfer, add your bank details to every invoice.
  Free NDIS Invoice Template created by ShiftCare's Invoicing Software for Disability Providers

NDIS invoicing might seem complicated, but it doesn’t have to be stressful. Keep an eye on these particular requirements, and you can be sure your invoices will be NDIS-compliant.

🤓 Our Free NDIS Invoice Template

To simplify your invoicing process, we have created a handy NDIS invoice template that you can use for free.

How can you make invoicing easier and get paid faster? ⚡️

If handling your invoicing manually still feels like a never-ending chore, consider implementing a care management platform like ShiftCare, which can generate accurate, compliant invoices in just a few clicks. 

Our software is NDIS-ready, so you’ll be able to automate your NDIS payment requests. Plus, depending on your specific circumstances, our bulk invoicing feature can improve your cash flow by reducing the time you spend on invoicing by up to 90%. 

See the difference yourself by starting your zero-commitment, free trial today.