If you are an NDIS service provider, you know that invoicing can be a headache. Delayed payments, rejections, and correction requests can slow down the process of getting paid. However, with the right NDIS invoice template (Word), you can streamline the process and get paid faster.
In this guide, we'll show you how to fill out an NDIS invoice, including the basic requirements and optional fields. We'll also provide you with a few NDIS invoice templates that you can use to create professional-looking invoices that meet all the requirements.
What is an NDIS Invoice?
At its core, an NDIS invoice looks like any other invoice, but with a few exceptions. An NDIS invoice is an invoice that NDIS service providers submit to the National Disability Insurance Agency (NDIA) to get paid for the services they have provided to NDIS participants.
What Does an NDIS Invoice Look Like?
An NDIS invoice should include the following information:
Your Business Name & Logo
Your Contact Information
Your ABN (Australian Business Number)
Date of Invoice (When Issued)
Sequential Numbering of Invoices Issued
The Plan Manager’s Contact Information
The Participant’s Contact Information
The Participant’s Reference Number (Previously Known As NDIS Number)
Support Item Number and/or Description of Support with Service Delivery Dates/Times
Quantity of Services Provided (in Units)
Pricing Unit (Usually Hours)
Unit Price of Services
How to Fill Out an NDIS Invoice
Let's go through each of the requirements one by one and show you how to fill out an NDIS invoice.
1. Your Business Name & Logo
Your business name and logo should be at the top of your invoice, just like any other invoice.
2. Your Contact Information
Include your business's location, phone number, and website.
3. Your ABN (Australian Business Number)
As a registered NDIS provider, you're also registered as a business, so you must include your ABN.
4. Date of Invoice (When Issued)
As soon as you've entered your information, add the invoice date. This is the date on which you're issuing the invoice and saving it for your records.
5. Sequential Numbering of Invoices Issued
Add sequential numbering to each invoice you issue, starting with invoice #0001 for the first invoice sent out.
6. The Plan Manager’s Contact Information
If you're billing the invoice to the participant's plan manager, include their contact information. If the participant is self-managed, you will bill the invoice directly to them instead.
7. The Participant’s Contact Information
Always include the participant's information, as it is a requirement on any NDIS invoice you issue.
8. The Participant’s Reference Number (Previously Known As NDIS Number)
Always ask for the participant's reference number before you start working with them. This is a requirement on any NDIS invoice you issue to the plan managers.
9. Support Item Number and/or Description of Support with Service Delivery Dates/Times
Include the support item number and/or description of support with service delivery dates/times, depending on the service provided. Make sure to include the date and time of service delivery, as this is crucial information.
10. Quantity of Services Provided (in Units)
The quantity of services provided is based on the unit, which in our case is "Hr," standing for hours. In most NDIS-related cases, service providers will use hours.
11. Pricing Unit (Usually Hours)
For NDIS invoices, the pricing unit requirement is usually hours (Hr), unless you work based on flat fees.
12. Unit Price of Services
Include the unit price of service, which is one of the most important pieces of information to include. Keep in mind that the NDIA has imposed maximum rates for the three NDIS support areas: core, capital, and capacity building. As a provider, you can set your rates as long as they comply with the NDIS guidelines.
13. Goods & Services Tax (If Applicable)
Check if your NDIS service is exempt from Goods & Services Tax (GST). 14 supplies are exempt from this tax, but if you're unsure, seek help from a professional accountant.
14. Total Invoice Amount
Include the total amount due on the invoice, which is the gross amount minus any correction or GST applied. This represents the amount you will receive.
15. Banking Information
Include your banking information including Account Name, BSB, and Account Number that you require the finds to be deposited into. It is important to make sure all of these details are correct.
Optional Fields on an NDIS Invoice
While the above information is required for an NDIS invoice, you can also include some optional fields to make your invoice more informative and professional. These include:
Service Agreement Number: If you have a service agreement number with the participant, include it on the invoice.
NDIS Support Category: Indicate the support category that the service falls under (e.g. Assistance with Daily Living).
Payment Terms: State the payment terms, such as when payment is due and what late fees may apply.
Banking Information: Include your banking information including Account name, BSB, and account number.
Before Hitting Send
Before sending your invoice to us, make sure to double-check that all information provided is accurate. Correcting mistakes later can be time-consuming and delay payment. You can use our NDIS invoice template (in Word) to help ensure your documents are error-free.
To get paid faster, carefully follow the guide above on how to invoice correctly. While guidelines like those provided in this article can help, ultimately the professionals you work with have the final say.
Conclusion
Creating an NDIS invoice can be a complex process, but with the right template and information, it doesn't have to be. By including all the necessary information and optional fields, you can create a professional-looking invoice that gets you paid on time.
If would you like to know more about why some of your invoices get rejected check out our blog on Don't Let Your NDIS Claim Get Rejected: A Guide to Understanding Reasonable and Necessary Criteria.
FAQs:
Q: How do I create an NDIS invoice?
A: You can use any standard invoicing software, but be sure to include all information required by the NDIA. Check out the above for a complete list of requirements and a template to help fill out the data.
Q: Do I have to send invoices to NDIS plan managers?
A: Depending on the participant’s situation, you may need to send an invoice to their plan manager or directly to them. Make sure to check before sending.
If you would like more information on how Simplified Plan Management can help you with your Plan Management, give us a call at 0491 090 747 or email us at info@simplifiedpm.com.au