What an NDIS invoice is for
Every NDIS support has to be paid from the right part of a participant's plan, at a price no higher than the limit for that support. The invoice is the record that makes that possible. Who uses it depends on how the participant manages their funding.
If the participant is self managed, they pay your invoice and claim it through the my NDIS portal or app. If they are plan managed, their plan manager pays you and claims it. If they are NDIA managed, you usually do not invoice at all: you make a payment request yourself in the provider portal.
What to include on every invoice
The NDIA lists the details it needs to process a payment claim. Build them into your invoice template so nothing is missing:
- Your business or trading name and your ABN
- The participant's full name and NDIS number
- The date or dates each support was delivered
- The support item number and name, for example 01_011_0107_1_1 for weekday daytime self care
- The quantity, such as hours or units, and the unit price you agreed
- The total, and the GST amount if any applies
- An invoice number and the date of issue
- Your payment details and contact details
Extra rules for plan managed participants
Send the invoice to the participant's plan manager, not the NDIA. Plan managers must have your ABN for every payment request. If you are not required to have an ABN under ATO rules, you need to give them a completed ATO Statement by a Supplier form instead.
Plan managers must also follow the price limits, even when you are an unregistered provider. If your unit price is above the limit for the item, they cannot pay the difference, so check the current NDIS pricing schedule before you invoice.
Self managed participants and receipts
Self managed participants pay your invoice, then claim it. They need a receipt or paid invoice as evidence, so send one once you are paid. Self managed participants are not bound by price limits, but the invoice still needs to show what was delivered and when, because they must only spend their funding on NDIS supports in line with their plan.
GST on NDIS invoices
Many NDIS supports are GST free, but not all. Price limits already include any GST that applies. If you are unsure whether a support is GST free, check the ATO's guidance on GST and the NDIS or get independent advice.
Timing and record keeping in 2026
From 1 December 2026, claims must be made within 90 days of the support being delivered. If you only invoice every few months, the participant or plan manager may not have time to claim. Invoice after each service, or at least monthly.
Since 27 August 2026, providers must keep records about payment and receipt of NDIS funds for 7 years. Participants and plan managers must keep records of support payments for 3 years.
Common reasons invoices get sent back
Most rejected or queried invoices come down to a handful of fixable problems:
- Missing or wrong NDIS number
- A support item number that does not match the support delivered
- A price above the limit for that item, time of day or location
- One line covering several dates with no breakdown
- No ABN and no Statement by a Supplier
- The support category has no funding left in the current funding period