Most support workers starting out as sole traders have never had to write a professional invoice before. Working within the NDIS adds a layer on top of that — specific line item codes, support catalogue rates, and three different funding paths that each work differently. This guide walks through what you need to know to invoice accurately and get paid on time, whether you’re billing a plan manager, a self-managed participant, or navigating the NDIA’s own portal.
What you need before you can invoice
An ABN. You cannot legally issue a tax invoice in Australia without an Australian Business Number. NDIS plan managers will not process payment without one. If you don’t yet have an ABN, apply at abr.gov.au — it’s free and usually issued immediately.
The NDIS Support Catalogue. This is the NDIA’s published list of support items, each with a code and a maximum hourly rate. Your invoices must reference the correct support item code, and you cannot charge above the catalogue rate. The catalogue is updated annually — check ndis.gov.au each financial year.
Your participant’s NDIS number. This is a nine-digit number on the participant’s NDIS plan. It identifies them to the NDIA and to plan managers. You’ll need it on every invoice you send.
An understanding of who is paying. There are three funding management types in the NDIS, and they determine who receives your invoice and how payment is processed.
The three invoicing paths
Plan-managed participants
A plan manager is a financial intermediary engaged by the participant. Your invoice goes to the plan manager, not to the participant directly.
What a plan manager needs on your invoice: your full name, ABN, the participant’s name and NDIS number, the support item code from the catalogue, the date of each shift, the number of hours, the hourly rate, and a total. Most plan managers accept standard invoice formats and will pay within 5–15 business days of a valid invoice.
If a plan manager disputes a line item — usually because the support code doesn’t match the participant’s plan — they’ll contact you to clarify. Keep your shift records so you can demonstrate what support was delivered and when.
Self-managed participants
Self-managed participants control their own NDIS funds directly. You invoice the participant (or their nominee), they pay you from their NDIS funds, and they reconcile their spending with the NDIA themselves.
The invoicing format is the same as for plan-managed participants. Payment timelines vary — some self-managed participants pay promptly, others take longer. It’s worth agreeing on a payment schedule when you start working with someone.
NDIA-managed participants
NDIA-managed participants (sometimes called “agency-managed”) have their funds managed directly by the NDIA. Support workers must submit claims through the myplace provider portal at my.ndis.gov.au to get paid.
This is the most administratively complex path. You’ll need to be registered as a provider in the NDIA’s system (independent workers can access the portal without full registration for some support types, but the process is specific — check the NDIS website for current requirements). Timeline generates the line item detail you need for portal entry, but the submission itself happens in the myplace portal.
How to structure an NDIS invoice
A compliant NDIS invoice contains these fields:
Your details: Your full legal name (as registered with the ATO), business name if you trade under one, ABN, contact email or phone.
Participant details: Participant’s full name, NDIS number, and the name and contact of the plan manager if applicable.
Invoice number: Any unique reference number for your own records.
Invoice date and due date.
Line items: For each shift or service, include: the support item code (from the NDIS Support Catalogue), a description of the support delivered, the date, the number of hours, the hourly rate, and the subtotal for that line.
GST notation: NDIS disability support services are GST-free. The invoice should show the GST amount as nil (or explicitly state “GST-free” or “$0.00 GST”). See below for more on this.
Total amount payable.
A straightforward example might look like this:
Line 1
Support item: 01_011_0107_1_1 (Assistance with Daily Life – Standard Weekday)
Date: 12 April 2026
Hours: 3.0
Rate: $67.56/hr (NDIS Support Catalogue 2025–26)
Subtotal: $202.68
GST: $0.00Invoice total: $202.68
Payment due: 30 April 2026Common invoicing mistakes
Missing ABN. Without an ABN on the invoice, plan managers cannot legally pay you. The invoice goes nowhere.
Wrong NDIS number. A digit transposed in a nine-digit number means the invoice references the wrong participant. Plan managers will reject or query it. Double-check against the participant’s plan.
Incorrect support item code. Each support item in the catalogue has a specific code. Using the wrong code — for example, using a community participation code for a daily activities shift — means the line item doesn’t match what the participant’s plan covers.
No GST notation. Even if you’re not registered for GST, the invoice should clarify the GST position. Leaving it blank creates ambiguity for plan managers and is not best practice.
Charging above the catalogue rate. The NDIS price guide sets maximum rates. You can charge less, but not more. Invoicing above the cap will result in the plan manager paying only up to the catalogue rate.
Invoicing for items the participant’s plan doesn’t cover. If a participant’s plan doesn’t fund a particular support type, the plan manager won’t pay for it, regardless of whether the support was delivered. Check which support categories are funded before starting new types of support.
Late invoicing. Plan managers and self-managed participants may have spending cut-off dates tied to NDIS plan reviews. Invoice promptly — ideally within two weeks of each shift.
GST on NDIS invoices
NDIS disability support services fall under Division 38-B of the A New Tax System (Goods and Services Tax) Act 1999, which makes them GST-free. This means:
- You do not add GST to support service invoices
- The GST amount on your invoice should be shown as nil
- If you are GST-registered, you cannot claim GST input tax credits on expenses related to these GST-free services
Most independent NDIS support workers earn below the $75,000 annual turnover threshold that requires GST registration. If you’re approaching that threshold, read the NDIS tax deductions guide for more on what registration means in practice.
Keeping records
NDIS workers are legally required to retain records for 7 years from the date of service. This includes:
- All invoices you send (including drafts and amended versions)
- Shift records showing dates, times, duration, and what support was delivered
- Payment confirmations or receipts
- Any correspondence with plan managers about disputed invoices
- Records of your compliance documents at the time of each shift
Digital records are acceptable — bank statements, invoice PDFs, and shift app exports all count. The key is that you can demonstrate what you did, when you did it, and that you were paid appropriately.