Why Invoicing Accuracy Matters for NDIS Support Workers
Accurate invoicing ensures you get paid on time and stay compliant with NDIS requirements. Mistakes like wrong codes, incomplete details, or incorrect rates can delay payments and create unnecessary stress.
Common challenges include:
- Navigating complex NDIS codes
- Keeping up with changing rates
- Managing multiple clients and invoices
- Ensuring all required details are included
From the NDIS.gov.au website:
"Providers are responsible for ensuring that claims for payment are complete, truthful and accurate.
We review claims regularly to ensure they are compliant.
To show your claims are correct you must maintain complete and accurate records of supports delivered to NDIS participants. These include:
- invoices
- evidence of support delivery such as service agreements
- other documents that can validate the claim for supports provided.
Providing this documentation allows us to verify the quantity, type and duration of the support delivered if selected for a compliance review."
What Needs to Be on an NDIS Invoice?
To avoid payment delays, every NDIS invoice MUST include:
- Your business name and ABN
- Participant’s name, NDIS number and address
- Total invoice amount
- GST amount (if applicable)
Each line item MUST include:
- The date the support was delivered
- The NDIS support item number
- Quantity of the supports delivered (eg hours)
- Rate charged per unit (eg per hour)
- Claim type (if applicable, this can be non face-to-face support, provider travel, short notice cancellation or NDIS Requested Report)
You should also make sure to include these details:
- Invoice number (unique for the participant, you can not use the same number twice for the same participant)
- Invoice date (the date the invoice was issued)
- Payment details (your bank account details)
Important: Keeping Supporting documentation
You need to make sure you keep supporting documentation for all invoices you issue to the NDIS. These supporting documents MUST include:
- Participant’s name
- Participants reference number (NDIS number)
- Date of supports
- Total hours and/or quantity of supports delivered
- Support type
- Location of support
Other documentation may be required depending on the support type.
This highlights the importance of keeping good records, such as shift notes, and ensuring your shift notes are easily linked to your invoices. This makes it much easier if you need to validate an invoice with the NDIA.
Other documents requirements are:
- Keep service agreements that contain the schedule, cost, quantity, type and quality of supports
- Service agreements should also note delivery location and expected outcomes for the participant
- Keep quotes if applicable
- Keep any evidence of support type/quantity
- Keep staff rosters (your schedule)
Are shift notes enough?
For most basic supports, shift notes satisfy these requirements provided they contain the information listed. For more complex supports, additional documentation and evidence will be required.
Step-by-Step: How to Invoice NDIS Plan Managers
Track Your Services
Keep detailed shift notes for each session. Record the service provided, time, and any expenses (like transport).
Use the Correct Codes
Double check you are selecting the correct support item numbers and that your rates do not exceed the NDIS price guide for that number.
Calculate Your Total
Multiply the rate by the units/hours and come up with your total and GST amount if applicable. Most supports provided are GST-Free, but you should consult your accountant, lawyer or other professional to help you determine if any supports you provide are subject to GST.
Generate Your Invoice
To generate your invoice, you can use an online tool or template, or a platform like Kareroo that allows you to invoice your shift notes and keep everything linked and tracked in one place.
Send to the Plan Manager
Email your invoice directly to the participant’s plan manager or whoever manages the NDIS plan if self managed. Include all required details to avoid delays.
Follow Up
If payment is late, follow up politely with the plan manager. Keep all communication professional and remember that delays can often occur due to NDIA delays rather than plan manager delays.
Tips to Avoid Common Invoicing Mistakes
- Always use the latest NDIS price guide to set your rates.
- Double-check client details for accuracy.
- List all services and codes clearly—ambiguity causes delays.
- Keep digital records for easy access and compliance checks.
- Use dedicated software to automate repetitive tasks and reduce errors.
How Kareroo Simplifies NDIS Invoicing
Kareroo is designed specifically for independent support workers. Here’s how it can help:
- Fast invoicing: Complete invoices in seconds, not minutes.
- Built-in NDIS code selection: Reduce errors with pre-loaded codes.
- Export options: Download invoices as PDF, CSV, or JSON for your accountant.
- Centralized client management: Keep all client details, shift notes, and expenses in one place.
Frequently Asked Questions
Do I need to be NDIS registered to invoice plan managers?
No, you can invoice plan managers as an independent provider without full NDIS registration, but you must have an ABN and relevant qualifications.
What if I make a mistake on an invoice?
Correct the error and resend the invoice. Communicate clearly with the plan manager to resolve any issues quickly.
How often should I invoice?
The most common invoicing schedules are:
- After each shift, invoice for the single shift.
- After the last shift of the week for the client, invoice all shifts for that client.
- At the end of the week, invoice all shifts for all clients.