NDIS invoice

What is an NDIS invoice?

An NDIS invoice is a bill for disability supports delivered to one NDIS participant, showing who was supported, when, which support items were delivered, the quantity and price of each, and the total. Providers send it to a plan manager or to a self-managed participant, who use it to pay and claim from the participant's NDIS funding. For NDIA-managed funding, the provider lodges a payment request with the NDIA instead, but still gives the participant an invoice or statement.

The NDIA's record keeping requirements list what an invoice must include. If you're registered for GST, the ATO's tax invoice rules also apply. And for NDIA-managed and plan-managed funding, every price on the invoice has to fit the NDIS pricing arrangements.

NDIS invoice requirements

According to the NDIA's record keeping page, an NDIS invoice must include:

• the participant's name and NDIS number
• the date or dates each support was delivered
• the amount, and the quantity or hours
• the support type
• your business name and ABN
• the participant's address, including the postcode for specialist disability accommodation
• the support item number from the NDIS support catalogue
• the claim type, such as direct service, provider travel or cancellation
• the total invoice amount and the GST component, if any.

Each invoice can only be for one participant, but it can list several supports. If you're registered for GST, title the document "Tax invoice" and add what the ATO requires, such as the date of issue, a description, quantity and price of each item, and the extent to which each item is taxable. If you're not registered for GST, call it an "Invoice".

What each line should look like

The free NDIS invoice generator lays out an invoice in this format and looks up support items and price limits from the current schedule.

Who you invoice depends on how the plan is managed

A participant's plan can mix management types, so check the type for the specific budget you're delivering against. The NDIA's guide to getting paid sets out who pays for each.

Plan-managed participants

You send the invoice to the participant's plan manager, who pays you and claims from the NDIA. Under the 2025-26 Pricing Arrangements, plan managers must make sure prices don't exceed the limits, whether you're registered or not, must include a valid tax invoice with each payment request, and must give the NDIA your ABN. If you're exempt from quoting an ABN, give them a completed ATO statement by a supplier.

Self-managed participants

You invoice the participant or their nominee, they pay you, and they claim the amount from their plan. Price limits don't bind self-managed participants, but the price must match your agreement. After payment, send a receipt. Since October 2024 the NDIA may ask self-managed participants to upload an invoice or receipt as evidence for their claims, so a clear invoice helps them.

NDIA-managed participants

You don't send an invoice to the NDIA. As a registered provider, you lodge a payment request in the NDIA's provider portal, or a bulk payment request file. The NDIA still says to give participants an invoice after delivering supports; a monthly statement of supports delivered and claimed is a simple way to do this.

How to create an NDIS invoice

Timing matters too. Payment requests currently have to be made within 2 years of delivery, and claims lodged more than 6 months after delivery may be held for review. That window shrinks sharply: from December 2026, claims must be submitted within 90 days of delivering a support (NDIA: Securing the NDIS), so invoice promptly. Plan managers need your invoice in time to meet those deadlines, so invoice promptly, usually weekly, fortnightly or monthly as your service agreement says.

Travel, cancellations and other non-direct lines

Anything other than direct support goes on its own line with the right claim type, and only if the participant agreed to it in advance in the service agreement:

• Provider travel time: same item as the main support, provider travel claim type. Kilometres, tolls and parking go on the separate non-labour travel item.
• Short-notice cancellations: same item as the booked support, cancellation claim type, with the notice date and time in the description.
• Non-face-to-face work: only for items that allow it, with a description of the work done.

In the 2026-27 NDIS pricing schedule, therapy and early childhood items have separate claim-type item numbers for these, made from the parent number plus a suffix such as _PT (provider travel), _CA (cancellation) or _NF (non-face-to-face). Use those numbers where they exist. You can check them in the NDIS price guide.

What participants should check on an invoice

If you self-manage, or you approve invoices before your plan manager pays them, a quick check catches most problems before money leaves your budget:

• Did the support happen? Match each date and time against your calendar or the worker's shift.
• Is the time band right? A weekday morning shouldn't be billed at a Saturday or public holiday item.
• Does the price match your service agreement? The unit price should be the one you agreed, and for plan-managed funding no higher than the limit.
• Were travel, cancellations or report writing agreed? These lines are only claimable if your agreement says so.
• Is it your invoice only? Group supports should show your share, not the whole group's cost.

If something looks wrong, ask the provider to explain or correct it before it's paid. You can also raise concerns with your plan manager or the NDIA.

Common NDIS invoice mistakes

• Two participants on one invoice. It will be rejected; issue one per participant.
• Lump sums such as "Support – March" with no dates, items or hours.
• A weekday item on a weekend or public holiday shift, or the reverse.
• A price above the limit for the date of service, often just after a new pricing schedule starts.
• Travel or cancellations folded into the support line, so the claim type can't be checked.
• Missing or wrong NDIS number or ABN.
• Dates spanning two plans. If a new plan starts mid-period, issue two invoices.
• Re-sending a corrected invoice with the same number. Use unique numbers and issue a credit note to correct an invoice, to avoid double payment.