Types of Invoices You Might Need to Use

Will, EnableUs Community

Hey everyone, welcome back to Inside NDIS. I’m Will, and I’m here with Winter. Today we’re diving into the different types of invoices you might need to use as an NDIS provider. And honestly, it’s not as straightforward as you’d think, right Winter?

Winter, EnableUs Community

Definitely not! I mean, when I first started, I thought an invoice was just an invoice. But with NDIS, it really depends on how the participant’s plan is managed. There’s NDIA-managed, plan-managed, and self-managed, and each one’s got its own quirks.

Will, EnableUs Community

Yeah, and that’s where people get tripped up. Like, for NDIA-managed participants, you don’t actually send a traditional invoice at all. You’re just submitting claims through the MyPlace portal with your PRODA account. It feels weird at first, not sending an invoice, but you still have to keep all your records in case of an audit.

Winter, EnableUs Community

Exactly. And you’ve gotta be NDIS-registered to even use that pathway. I remember the first time I tried to help a client with the MyPlace portal—oh, it was a mess. I kept getting error messages because I’d put in the wrong support item code. I think I spent, like, an hour just trying to figure out if it was a zero or an O in the code. Turns out, it was a zero. Classic rookie mistake.

Will, EnableUs Community

Oh, I’ve done that too. And if you go over the price guide, the system just rejects your claim. No warning, just—nope, try again. But then, with plan-managed participants, it’s back to good old-fashioned invoices, right?

Winter, EnableUs Community

Yep! You send a formal invoice, usually as a PDF, straight to the plan manager. But you’ve gotta include all the details—your business name, ABN, contact info, the participant’s name, invoice number, support item code, dates, price per unit, the whole lot. If you miss something, it just slows everything down.

Will, EnableUs Community

And then there’s self-managed participants, which is a whole different vibe. You want those invoices to be super clear and simple, no jargon. Because the participant or their nominee is handling the funds themselves, so if it’s confusing, it just makes life harder for everyone.

Winter, EnableUs Community

Totally. I always ask self-managed clients how they want to get their invoices—some like email, some want paper. And I try to keep the language as plain as possible. It’s about making it easy for them, but also making sure it’s audit-proof if anyone checks later.

Will, EnableUs Community

So, let’s talk about the different types of invoices you might actually send. There’s one-off invoices, which are perfect for, like, a single session or an assessment. And then there’s recurring invoices for ongoing supports—like weekly therapy or regular personal care.

Winter, EnableUs Community

Yeah, and with recurring invoices, you can’t just write “monthly support” and call it a day. You’ve gotta itemise everything—dates, times, what the support was, all that. Otherwise, it’s just too vague and you risk delays or even rejections.

Will, EnableUs Community

Actually, I saw a provider use ShiftCare to automate their recurring invoices for a client who had weekly physio. It was a game changer. They set it up once, and every week the invoice went out with all the right details—dates, item codes, rates. No more copy-paste errors, and payments came in way faster.

Winter, EnableUs Community

That’s so smart. And then you’ve got special cases—like travel charges, cancellations, or reports. Travel has to be itemised separately, and you’ve gotta stick to the NDIS price limits. If you’re charging for non-face-to-face time, like writing a report, you need to explain exactly what you did. And for cancellations, you should reference the service agreement so everyone’s clear on what’s being charged and why.

Will, EnableUs Community

Yeah, the more specific you are, the better. I mean, if an auditor or a plan manager can’t tell what you’re charging for, it’s just gonna slow everything down. So, clarity is key. And don’t forget to include your payment terms and bank details, or you’ll be chasing payments forever.

Winter, EnableUs Community

And receipts! If a participant pays upfront, always offer a receipt. It just makes things smoother for everyone, especially if they need to claim it back later.

Will, EnableUs Community

Alright, let’s get into the tools that can make all this easier. There’s the big accounting systems like Xero and MYOB, which are great if you’re managing a lot of clients. They’ve got invoicing built in, and you can track everything in one place.

Winter, EnableUs Community

Yeah, but if you’re just starting out, honestly, Google Docs or even Excel can do the job. It’s not fancy, but it works. And then there are NDIS-specific CRMs like ShiftCare or Brevity, which are built for compliance and make it way easier to keep track of everything.

Will, EnableUs Community

And whatever you use, you’ve gotta keep your records for at least seven years. That’s not just an NDIS thing—it’s Australian tax law. So, invoices, emails, approvals, all of it. I know it sounds like overkill, but if you ever get audited, you’ll be glad you did.

Winter, EnableUs Community

Absolutely. I worked with a Sydney provider who used clear, detailed invoices and kept everything organised. When they got a compliance check, they just pulled up their records and the whole thing was over in, like, a day. No stress, no scrambling. And because their invoices were so clear, payments came through faster too. It’s one of those things where a little extra effort upfront saves you a ton of hassle later.

Will, EnableUs Community

Yeah, and honestly, if you’re ever unsure, just ask yourself—would this invoice make sense to an auditor, a plan manager, and the participant? If the answer’s yes, you’re probably on the right track.

Winter, EnableUs Community

That’s a good rule of thumb. Alright, I think that’s a wrap for today. We’ve covered the main invoice types, what to include, and some tools to make life easier. There’s always more to learn, so we’ll be back with more tips and stories next time.

Will, EnableUs Community

Thanks for tuning in, everyone. Winter, always a pleasure chatting with you. Catch you all in the next episode of Inside NDIS. Bye!

Winter, EnableUs Community

See you next time, Will. Bye everyone!