When the NDIA needs a quote
For most supports, such as support workers and therapy, your plan has flexible funding and there is a price limit, so no quote goes to the NDIA. A quote is needed when the cost is high, the item is specialised, or the support has no price limit. Common examples:
- High cost assistive technology, $15,000 or more, together with an assessment from an assistive technology assessor
- Vehicle modifications over $15,000
- Complex home modifications, with builder quotes that match the home modification assessor's scope of works
- Quotable supports, such as assistance from a live in carer, an Individualised Living Option support model, specialised transport and specialised driver training
When you do not need one
Low cost assistive technology can usually be bought without a quote or assessment. Mid cost assistive technology, from $1,500 to $15,000, needs written evidence from an assistive technology advisor, such as your therapist, but no quote. Supported Independent Living funding is usually worked out from your needs and often a roster of care rather than a quote, and Specialist Disability Accommodation has its own pricing.
What happens once the NDIA has the quote
The NDIA checks the quote against the reasonable and necessary criteria, including value for money. It may ask for a second quote, for example if the price is higher than expected. If approved, the funding is added as a stated support, which means it can only be spent on that item or service.
Send quotes and reports early. If you need an item before your next reassessment, ask whether it can be added through a plan variation once the NDIA has your evidence.
What a good quote includes
- Your name and NDIS number, and the provider's name and ABN
- Exactly what is being supplied or done, matching the assessor's or therapist's recommendation
- A cost breakdown: parts, labour, delivery, set up and training
- Any ongoing costs, such as maintenance or repairs
- How long the quote is valid, and expected delivery times
- Payment terms, including any deposit
Deposits and part payments
Under the NDIS pricing arrangements, a provider can only ask for a prepayment, such as a deposit, for assistive technology (including vehicle modifications) or home modifications. The item must be over $1,500 or custom made, there must be a valid quote you have accepted, and the service agreement must set out the deposit or milestone payments.
The final payment of at least 10% of the total cannot be claimed until you have received the item ready to use. If supply stops, you are entitled to a refund of the balance, less costs the business genuinely cannot recover.
For providers: quoting well
Quote for exactly what the assessor specified, so the NDIA can compare like for like. Mismatched quotes are a common cause of delays. Keep the quote specific to the participant, include everything they will be charged, and date it. If costs change after approval, send a new quote rather than claiming more than was approved. Time spent completing a quoting tool is administration and cannot be billed to the participant.