What to put on an NDIS invoice: a checklist for providers

A plan manager will bounce an invoice back if it's missing the details they need to pay you. NDIS invoices carry a few things a normal invoice doesn't, so here's the full checklist — copy it and you'll get paid faster.

The checklist

Your business

• Business name and ABN
• Contact details and payment details (BSB and account number)

The participant

• Participant's full name
• Their NDIS number

The invoice

• A unique invoice number
• The date the invoice was issued

Each support, as its own dated line

• Service date (the day the support was delivered)
• Time where relevant (e.g. 14:30–17:00)
• Hours or units delivered
• The rate per hour/unit
• A clear description — and the NDIS support item number if you use one

The total

• The total amount owing
• Clearly marked GST-free where the support qualifies (most do — see NDIS invoices and GST)

Why the dated line items matter

A normal invoice can say "cleaning — $205". An NDIS invoice usually can't. Plan managers and the NDIA reconcile against the participant's plan, so they need to see which day each support happened and how many hours or units it was. Bundle a week of visits into one line and you'll be asked to itemise it.

What is a support item number?

It's the code from the NDIS Support Catalogue that identifies the exact support you delivered — cleaning, therapy, community access, and so on. Not every provider quotes it on the invoice, but plan managers often ask for it, so it's safest to include it in the line description.

Get the layout right in one go

Rebuilding this in a spreadsheet every time is where mistakes creep in. Our free NDIS invoice template is already set up in NDIS mode — participant number, dated service lines, GST-free total — fill it in and print or save as PDF. Or start free with BookQuo to save each participant once and send compliant NDIS invoices in a couple of taps.