How to Create a Compliant NDIS Invoice: A Guide for Providers

How to Create a Compliant NDIS Invoice: A Guide for Providers

If you’re an NDIS provider, creating accurate and compliant invoices is crucial. Not only does it ensure you get paid on time, but it also helps you maintain your credibility and avoid any compliance issues with the NDIS. In this blog, we’ll break down how an NDIS invoice should look, what information it must include, and tips to keep your invoices compliant.

Why NDIS Invoice Compliance Matters

NDIS invoices must meet specific requirements to ensure transparency and accountability. Inaccurate or incomplete invoices can lead to:

• Payment delays.
• Claim rejections from the NDIS or plan managers.
• Potential compliance audits.

To avoid these issues, it’s essential to follow the NDIS guidelines when preparing your invoices.

What Should an NDIS Invoice Include?

Here’s a checklist of everything your NDIS invoice should contain:

1. Provider Information

   • Your business name.
   • ABN (Australian Business Number).
   • Contact details (phone number, email address).

2. Participant Details

   • Full name of the participant receiving the service.
   • NDIS participant number (optional but recommended).

3. Invoice Number and Date

   • A unique invoice number for easy tracking.
   • Date the invoice was issued.
     
     

4. Service Description

   • Detailed description of the service provided (e.g., "Short Term Accommodation," "Therapy Session").
   • Support item number from the NDIS Pricing Arrangements and Price Limits. (The NDIS pricing guide can be found here)
   • The dates the service was provided.

5. Quantity and Price

   • The number of hours or units provided.
   • Rate per hour or unit as per the NDIS pricing guidelines.
   • Total cost of the service.

6. GST Details

   • Clearly state if GST applies (most NDIS services are GST-free).

7. Payment Details

   • Your bank account details for direct deposits.
   • Instructions for payment (if applicable).

8. Total Amount Payable

   • The total cost of the invoice, including GST (if applicable).

How to Ensure Your NDIS Invoice is Compliant

1. Use NDIS Pricing Arrangements
   Always refer to the latest NDIS Pricing Arrangements and Price Limits to ensure you’re billing the correct rates. Overcharging or using outdated pricing can lead to claim rejections.

2. Be Detailed and Transparent
   Provide as much detail as possible in your service descriptions. Avoid vague terms like "general support" or "therapy." Use NDIS-approved item numbers and clear descriptions.

3. Check Participant Plan Details
   Verify that the service aligns with the participant’s NDIS plan and goals. Ensure the invoice matches the funding category for which they are approved.

4. Keep Clear Records
   Maintain a copy of every invoice you issue, along with any supporting documentation (e.g., service logs, attendance sheets). This helps in case of audits or disputes.

5. Review Before Sending
   Double-check all details before sending your invoice. Confirm that the participant’s details, service description, and total amount payable are correct.

Common Mistakes to Avoid

• Missing Details: Omitting key information like invoice numbers or service descriptions.
• Incorrect Pricing: Using rates that exceed the NDIS price limits.
• Vague Service Descriptions: Lack of clarity about what service was provided.
• Inconsistent Dates: Failing to match service dates with the participant's schedule.

Example of a Compliant NDIS Invoice

Here’s an example to illustrate:

Creating a compliant NDIS invoice doesn’t have to be complicated. By following the guidelines, using clear descriptions, and staying updated with NDIS pricing, you can ensure smooth transactions and avoid payment delays.

If you’re looking for ready-made templates or tools to streamline your invoicing process, Launchly offers professional, easy-to-use solutions tailored for NDIS providers.

Looking for an invoice template? Find them here!