Guide to NDIS invoicing

Get Paid On Time: Your Guide to NDIS Invoicing 

NDIS invoicing isn’t your average ‘send and forget’ kind of invoice. In fact, there’s a lot to tick off when it comes to NDIS invoice requirements. The National Disability Insurance Agency (NDIA) has strict guidelines, and even small mistakes or missing details can result in rejected invoices and frustrating delays. Lucky for you, we make it easy. Less stress, no guesswork, and no more staring at error messages wondering where it all went wrong.

Keep scrolling for our NDIS invoice template and a clear breakdown of what needs to be included to get it right the first time. 

What is NDIS Invoicing?

NDIS invoicing is how service providers bill for the support they deliver under the National Disability Insurance Scheme (NDIS). Whether you’re invoicing the NDIA, a plan manager, or a self-managed participant, getting it right the first time saves you from the dreaded back-and-forth. 

From support item reference numbers to participant NDIS numbers, every detail matters. Nail it the first time, and you’ll dodge the headache of rejected invoices while keeping your cash flow in check.

Key NDIS Invoice Requirements

We get it – invoices aren’t the most thrilling part of running an NDIS business. But getting them right means you actually get paid. Stick to these basics, and you’ll avoid unnecessary delays and mix-ups. So let’s keep it simple with the following NDIS invoicing requirements: 

The Nitty-Gritty: Invoice Number & Details 

1. Invoice Title

If it’s a tax invoice, just say ‘Tax Invoice’ – no need for frilly language. Most NDIS services aren’t taxable, but a few are, so do a quick double-check before sending.

2. Invoice Number 

Technically, you don’t have to include one, but trust us, you’ll want to. Tracking invoices without numbers? Chaos. Start with 0001 and count up, or get fancy with a system that includes the year, month, and participant initials. Just make sure it makes sense to you.

3. Invoice Date

This is the date you’re sending the invoice. Super important, because you can only bill for services you’ve already provided – no invoicing for future-you.

The Non-Negotiables: Your Business Details 

1. Your Business Name

Make sure it’s exactly as registered with ASIC—down to the letter. The only thing you can tweak? Upper and lowercase. So BUSINESS NAME can be Business Name, but no creative edits, please.

2. Your ABN

Don’t remember it off the top of your head? No worries, you can look it up here.

3. Your Contact Details

This is usually your business address, phone number, and email—aka the places people will reach you if they have questions (or, you know, want to pay you).

Who is this for? The Participant’s Details 

This bit sits separately from your business details, so there’s no mix-up. Keep it neat, keep it clear.

• Participant or plan manager name
• Participant reference number or NDIS number
• Participant or plan manager contact details

Even if you’re billing a plan manager, always include the participant’s reference number – it helps keep your NDIS invoicing streamlined.

What’s Been Done? NDIS Service Details

This section usually sits in a table in the centre of your invoice. How you structure your NDIS invoicing is up to you, but here’s the general order that makes life easier:

• Support item reference number & description: Double-check those item codes. 
• Dates of support: Adding the time isn’t required, but hey, it’s helpful.
• Type: What’s the cost for? Hours? Kilometres? Be specific.
• Quantity: Just the number, no need for units. 
• Unit price: The cost per unit (e.g. hourly rate for support services).
• Per-item GST (if applicable):  Most NDIS services are GST-free, but some things (like PPE or mileage) might need it. If not, just pop 0.00 or N/A.
• Total price: Simple math: unit price × quantity.

Lucky for you, GoodHuman’s NDIS Price Guide is always in sync so you don’t have to worry about over- or undercharging.

Payment Details 

1. Total amount due: Don’t forget to specify the amount you're asking for. If you're charging GST, show the pre-tax subtotal separately so it’s crystal clear.
2. Date due: Add the date the payment is due, and for extra clarity, include the exact calendar date and the year. 
3. Payment method: This is where you’ll share your preferred payment details. Bank transfer? Make sure to include those all-important bank details.

That’s it – now you’re ready to submit your invoice (and get paid!). 

NDIS Invoice Templates

To make your invoicing a breeze, we’ve created a free support worker invoice template. Easy, right? Well, what if we made it even easier? 

With GoodHuman’s NDIS invoicing software, you can bulk-process thousands of line items in a flash. Preview and process all of your invoices with a single click – or fine-tune your selection with filters like date range, management method, location, and service.

Once your line items are processed, our NDIS invoice generator takes care of the rest. It’ll automatically send and create invoices to your customer’s nominated plan, self-managers, or directly to the NDIA. Simple. Efficient. Done. 

Common Challenges in NDIS Invoicing and How to Overcome Them

We’ve already covered the essentials of NDIS invoicing, but let’s quickly flag some common mistakes you’ll want to steer clear of:

• Inaccurate or incomplete details: Missing info, wrong details, or repeating invoice numbers. 
• Non-compliance with NDIS price limits: Using outdated service codes or slapping GST where it doesn’t belong. Stick to the NDIS Price Guide.
• Duplicate invoices: Submitting the same invoice twice or trying to combine multiple ones into a single doc? Not the best idea.
• Poor record-keeping: Not tracking service details like dates, times, or descriptions could cause a headache later. Keeping everything in line is also handy for when audit time rolls around.

By keeping an eye on these common missteps and following the best practices, you’ll set yourself up for smooth invoicing, quicker payments, and happy NDIS participants!

How GoodHuman Simplifies NDIS Invoicing

We believe invoicing should be one less thing to worry about. That’s why we’ve designed a system that brings everything together – customers, your team of good humans, and billing – under one platform. Think of it like the back and forth between apps, without the back and forth between apps. With automatic NDIS pricing updates and limits built right into our NDIS invoice templates, we take care of the tedious tasks so you can stay focused on providing wonderful care. 

Need to handle thousands of line items? No problem. Our software processes them in a single click, automatically creating clean, ready-to-go exports for easy reconciliation.

And if something needs your attention, we’ll give you a little nudge. Plus, you can connect to your preferred finance system for hassle-free integration. With GoodHuman, NDIS invoicing becomes effortlessly smooth – and always up to date.

Contact GoodHuman for Easy NDIS Invoicing 

Let’s be honest. You didn’t get into being a good human to get buried in invoicing. But here’s the thing: NDIS invoicing doesn’t have to be a hassle. With our human-friendly NDIS invoice generator, you’ll always create and send the right invoices for the right services, exactly when you need them.

FAQ:

How can NDIS invoicing software help in creating compliant invoices?

Our invoicing software helps you automate the inclusion of key details, cutting down on mistakes and making sure your invoices meet NDIS standards.How to handle rejected invoices?

If your invoice gets rejected, take a deep breath and review the rejection notice. Understanding why it was rejected is key to fixing it. Whether it’s missing info, incorrect pricing, or submission hiccups, once you know what went wrong, you can make the necessary fixes and update your records. Then, simply submit your corrected invoice through the right channel and get back on track. 

What happens if I miss key information on an NDIS invoice?

Missing info delays payments and causes trouble with compliance. Skip the stress with NDIS invoicing software that makes sure all the essential details are captured – so you can stay on track and get paid faster. 

How to adjust errors in submitted invoices?

If you’ve made an error with NDIS invoice requirements, don’t stress – just correct it ASAP. Address the mistake, double-check the details, and send in a fresh, accurate invoice.