NDIS Billing & Invoicing: Complete Guide for Allied Health Providers

Let’s talk money. NDIS billing and invoicing can be confusing, but here’s the thing: get it wrong, and you’ll wait weeks (or months) for payment. Get it right, and money flows in regularly.

The reality: Most NDIS providers struggle with invoicing. They send invoices to the wrong people, use wrong rates, miss required information, or don’t follow the right processes. The result? Payment delays, rejected claims, and cash flow problems.

This guide shows you exactly how to invoice NDIS participants correctly, what information you need, and how to get paid faster. No fluff—just the stuff that actually matters.

Why NDIS Invoicing Is Different

NDIS invoicing isn’t like private health invoicing. Here’s why:

Three different payment processes

Depending on plan management type, you might:

• Invoice the participant directly (self-managed)
• Invoice a plan manager (plan-managed)
• Submit claims to NDIA (NDIA-managed)

The problem: Most providers use one invoicing process for everyone. That doesn’t work.

Strict rate requirements

NDIS rates must match the NDIS Price Guide exactly. No rounding up, no “convenience fees,” no extra charges.

The problem: Providers sometimes charge wrong rates, leading to rejected claims.

Required information

NDIS invoices need specific information: NDIS numbers, support categories, service agreement references, etc.

The problem: Missing information = rejected invoices = payment delays.

Different payment timelines

Payment times vary dramatically:

• Self-managed: 7-14 days (participant pays, then claims)
• Plan-managed: 14-30 days (plan managers process in batches)
• NDIA-managed: 5-10 business days (fastest)

The problem: Providers expect fast payment from everyone. That’s not realistic.

Action step: Understand that NDIS invoicing is different. Don’t treat it like private health invoicing.

NDIS Invoicing Requirements

What must be on every NDIS invoice

1. Provider information:

• Provider name
• ABN (Australian Business Number)
• Provider address
• Contact details

2. Participant information:

• Participant name
• NDIS number (critical—don’t miss this)
• Participant address

3. Service information:

• Service date(s)
• Service description (specific, not vague)
• Service duration
• Practitioner name

4. NDIS-specific information:

• NDIS support category (Therapeutic Supports, Capacity Building, etc.)
• NDIS rates (must match Price Guide exactly)
• Service agreement reference
• Plan management type

5. Payment information:

• Invoice number
• Invoice date
• Payment terms
• Payment method
• Bank details (if applicable)

6. Plan manager information (if plan-managed):

• Plan manager name
• Plan manager contact details
• Plan manager email

Action step: Create an invoice template with all required fields. Don’t miss anything—missing information causes delays.

Invoicing by Plan Management Type

Self-Managed Participants

Who to invoice: Participant directly

What to include:

• All standard invoice information
• Clear payment terms (when payment is due)
• How to pay (bank transfer, card, etc.)
• Receipt for their NDIS claim

Payment process:

1. You send invoice to participant
2. Participant pays you directly
3. Participant claims reimbursement from NDIA
4. NDIA reimburses participant

Payment timeline: Usually 7-14 days (participant needs time to pay, then claim)

Common issues:

• Participants forget to pay
• Participants don’t understand claim process
• Payment delays

Best practices:

• Send invoice immediately after service
• Include clear payment instructions
• Provide receipt for NDIS claim
• Follow up on overdue payments
• Consider requiring payment before service (if possible)

Action step: For self-managed participants, make payment terms very clear. Consider requiring payment within 7 days.

Plan-Managed Participants

Who to invoice: Plan manager (NOT the participant)

What to include:

• All standard invoice information
• Plan manager name and contact details
• Service agreement reference
• Participant NDIS number
• CC participant on invoice (they need to know what’s being claimed)

Payment process:

1. You send invoice to plan manager
2. Plan manager pays you directly
3. Plan manager claims from NDIA
4. NDIA reimburses plan manager

Payment timeline: Usually 14-30 days (plan managers process invoices in batches)

Common issues:

• Sending invoice to participant instead of plan manager
• Missing plan manager details
• Missing service agreement references

Best practices:

• Always invoice plan manager (not participant)
• Include plan manager details
• CC participant on invoice
• Include service agreement references
• Be patient—plan managers process in batches

Action step: For plan-managed participants, always capture plan manager details during booking. Invoice plan managers, not participants. (Learn more about working with plan managers.)

NDIA-Managed Participants

Who to invoice: NDIA (via provider portal)

What to include:

• All standard invoice information
• Participant NDIS number
• Service details
• NDIS rates (must match Price Guide exactly)
• Service agreement reference

Payment process:

1. You submit claim to NDIA via provider portal
2. NDIA processes claim
3. NDIA pays you directly
4. NDIA tracks budget automatically

Payment timeline: Usually 5-10 business days (fastest payment method)

Common issues:

• Not being NDIS registered
• Wrong rates (not matching Price Guide)
• Missing information
• Incorrect claim submission

Best practices:

• Ensure you’re NDIS registered
• Use NDIA provider portal correctly
• Match NDIS Price Guide rates exactly
• Include all required information
• Submit claims promptly

Action step: For NDIA-managed participants, use the NDIA provider portal. Follow NDIA processes exactly. Match Price Guide rates.

NDIS Price Guide: Getting Rates Right

Why rates matter

NDIS rates must match the NDIS Price Guide exactly. No exceptions.

The problem: Providers sometimes:

• Round up rates
• Add “convenience fees”
• Charge different rates
• Use outdated Price Guide rates

The result: Rejected claims, payment delays, compliance issues.

How to find correct rates

1. Check current NDIS Price Guide:

• Available on NDIS website
• Updated annually (usually July)
• Check regularly for updates

2. Find your service category:

• Therapeutic Supports (most allied health)
• Capacity Building
• Core Supports
• Capital Supports

3. Find your service type:

• Individual sessions
• Group sessions
• Assessment sessions
• Different rates for different services

4. Match rates exactly:

• Don’t round up
• Don’t add fees
• Use exact rates from Price Guide

Action step: Always check the current NDIS Price Guide. Use exact rates. Don’t add extra charges.

Common rate mistakes

Mistake 1: Using outdated rates

• Price Guide updates annually
• Old rates = rejected claims

Mistake 2: Rounding up

• Price Guide says $193.99/hour
• You charge $195/hour
• Result: Rejected claim

Mistake 3: Adding fees

• “Administration fee” or “booking fee”
• Not allowed under NDIS
• Result: Rejected claim

Mistake 4: Wrong service category

• Charging Therapeutic Supports rate for Capacity Building service
• Result: Rejected claim

The fix: Always use current Price Guide rates exactly. No rounding, no fees, correct categories.

NDIS Support Categories: What They Mean

NDIS services fall into different support categories. You need to know which category your services belong to:

Therapeutic Supports

What it includes:

• Physiotherapy
• Occupational therapy
• Speech pathology
• Exercise physiology
• Psychology
• Clinical Pilates (when prescribed)

Rates: Usually $193.99/hour (check current Price Guide)

When to use: Most allied health services

Capacity Building

What it includes:

• Support coordination
• Plan management
• Training and skill development
• Some assessment services

Rates: Varies by service type

When to use: Services that build participant capacity

Core Supports

What it includes:

• Assistance with daily living
• Transport
• Consumables

Rates: Varies by service type

When to use: Daily support services (less common for allied health)

Action step: Know which support category your services belong to. Use correct category on invoices. Wrong category = rejected claims.

Invoice Templates and Best Practices

What makes a good NDIS invoice

1. Clear and professional:

• Easy to read
• Well-formatted
• Professional appearance

2. Complete information:

• All required fields filled
• No missing information
• Accurate details

3. NDIS-compliant:

• Correct rates
• Correct support categories
• Required information included

4. Easy to process:

• Clear payment instructions
• Easy to understand
• Quick to process

Invoice template checklist

Use this checklist for every invoice:

• Provider name and ABN
• Participant name and NDIS number
• Service date(s)
• Service description (specific)
• NDIS support category
• NDIS rates (matching Price Guide)
• Service agreement reference
• Plan management type
• Plan manager details (if plan-managed)
• Invoice number and date
• Payment terms
• Bank details (if applicable)

Best practices

1. Send invoices promptly:

• Send within 24-48 hours of service
• Don’t wait weeks
• Faster invoicing = faster payment

2. Be consistent:

• Use same format every time
• Same information every time
• Makes processing easier

3. Include receipts:

• For self-managed participants
• Helps them claim from NDIA
• Reduces questions

4. Follow up on overdue payments:

• Don’t wait months
• Follow up politely but firmly
• Set clear payment terms

5. Keep records:

• Store all invoices securely
• Track payment status
• Keep for audits

Action step: Create a standard invoice template. Use it consistently. Send invoices promptly. Follow up on overdue payments.

Common Invoicing Problems and Solutions

Problem 1: Rejected claims

Why it happens:

• Wrong NDIS number
• Incorrect rates
• Wrong support category
• Missing information

The fix:

• Double-check all information
• Verify NDIS number
• Use correct rates from Price Guide
• Include all required information

Problem 2: Payment delays

Why it happens:

• Invoicing wrong person
• Missing information
• Wrong payment process
• Not following up

The fix:

• Invoice the right person (participant, plan manager, or NDIA)
• Include all required information
• Follow correct payment process
• Follow up on overdue payments

Problem 3: Cash flow problems

Why it happens:

• Slow invoicing
• Payment delays
• Rejected claims
• Not tracking payments

The fix:

• Invoice promptly (within 24-48 hours)
• Follow up on payments
• Fix rejected claims quickly
• Track payment status

Problem 4: Confusion about who to invoice

Why it happens:

• Not identifying plan management type
• Assuming everyone is the same
• Not capturing plan manager details

The fix:

• Always identify plan management type during booking
• Invoice the right person based on type
• Capture plan manager details for plan-managed participants

Action step: Review your invoicing processes. Are you making these mistakes? Fix them to get paid faster.

Using Practice Management Software for NDIS Invoicing

Many practice management systems (like Cliniko) can help with NDIS invoicing:

Benefits

1. Automated invoicing:

• Generate invoices automatically
• Include required information
• Consistent format

2. NDIS rate lookup:

• Built-in Price Guide rates
• Automatic rate matching
• Reduces errors

3. Plan management type handling:

• Identifies plan type
• Routes to correct invoicing process
• Captures plan manager details

4. Payment tracking:

• Tracks invoice status
• Shows payment dates
• Identifies overdue payments

What to look for

Good NDIS invoicing features:

• NDIS Price Guide integration
• Support category selection
• Plan management type handling
• Service agreement references
• Payment tracking

Action step: If using practice management software, ensure it handles NDIS invoicing properly. If not, consider upgrading or switching.

NDIS Provider Portal: For NDIA-Managed Claims

If you have NDIA-managed participants, you’ll use the NDIS Provider Portal:

How it works

1. Register:

• Must be NDIS registered provider
• Set up provider portal account
• Link to your provider registration

2. Submit claims:

• Log into provider portal
• Enter participant NDIS number
• Enter service details
• Submit claim

3. Track claims:

• See claim status
• View payment dates
• Check for rejections

4. Get paid:

• NDIA pays directly to your bank account
• Usually 5-10 business days
• Automatic budget tracking

Common portal mistakes

Mistake 1: Wrong NDIS number

• Double-check participant NDIS number
• Wrong number = rejected claim

Mistake 2: Wrong rates

• Must match Price Guide exactly
• Wrong rates = rejected claim

Mistake 3: Missing information

• Fill in all required fields
• Missing info = rejected claim

Mistake 4: Wrong support category

• Select correct category
• Wrong category = rejected claim

The fix: Use provider portal carefully. Double-check all information. Match Price Guide rates exactly.

Payment Terms and Cash Flow

Setting payment terms

Self-managed participants:

• Payment terms: 7-14 days
• Reason: Participant needs time to pay, then claim
• Consider: Requiring payment before service (if possible)

Plan-managed participants:

• Payment terms: 14-30 days
• Reason: Plan managers process in batches
• Consider: Being patient—they’re reliable payers

NDIA-managed participants:

• Payment terms: 5-10 business days
• Reason: NDIA processes quickly
• Consider: Fastest payment method

Improving cash flow

1. Invoice promptly:

• Send invoices within 24-48 hours
• Don’t wait weeks
• Faster invoicing = faster payment

2. Follow up on overdue payments:

• Don’t wait months
• Follow up politely
• Set clear expectations

3. Fix rejected claims quickly:

• Check rejection reason
• Fix immediately
• Resubmit promptly

4. Track payment status:

• Know which invoices are paid
• Know which are overdue
• Follow up systematically

5. Consider payment terms:

• Require payment before service (if possible)
• Offer payment plans (if needed)
• Set clear payment expectations

Action step: Review your payment terms. Are they realistic? Are you invoicing promptly? Are you following up on overdue payments?

Invoicing and Service Agreements

Service agreements and invoicing are connected:

Service agreement references

What to include:

• Service agreement number or date
• Reference to specific services in agreement
• Confirmation that services match agreement

Why it matters:

• Plan managers need to verify services match agreements
• NDIA may check agreements match claims
• Provides evidence for audits

Pricing in service agreements

Service agreements should include:

• NDIS rates (matching Price Guide)
• Service categories
• Payment terms
• How invoicing will work

Why it matters:

• Sets expectations upfront
• Prevents disputes
• Ensures compliance

Action step: Link your service agreements and invoicing. Include service agreement references on invoices. (Learn more about service agreements.)

Conclusion: Get NDIS Invoicing Right

NDIS invoicing isn’t complicated—but you need to do it right. Get it wrong, and you’ll wait weeks for payment. Get it right, and money flows in regularly.

The key elements:

• Correct information (participant details, NDIS numbers, service details)
• Correct rates (matching NDIS Price Guide exactly)
• Correct support categories (Therapeutic Supports, Capacity Building, etc.)
• Correct invoicing process (participant, plan manager, or NDIA)
• Prompt invoicing (within 24-48 hours)

Common mistakes:

• Invoicing wrong person
• Wrong rates (not matching Price Guide)
• Missing information
• Slow invoicing
• Not following up on payments

Best practices:

• Identify plan management type during booking
• Invoice the right person
• Use correct rates from Price Guide
• Include all required information
• Send invoices promptly
• Follow up on overdue payments
• Track payment status

Payment timelines:

• Self-managed: 7-14 days
• Plan-managed: 14-30 days
• NDIA-managed: 5-10 business days

Next step: Review your invoicing processes. Are you invoicing correctly? Are you using correct rates? Are you getting paid on time? If not, fix your processes. Good invoicing = good cash flow = successful practice.

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