What an NDIS invoice must include

Participant details, support item numbers, claim type, GST and one participant per invoice: the NDIA's invoice requirements, and where each invoice goes.

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An NDIS invoice must include the participant's name and NDIS number, the dates the support was delivered, the quantity or hours, and the support type. It must also show your business name and ABN, the participant's address, the support item number from the NDIS support catalogue, the claim type, the total, and GST if any applies. Each invoice covers one participant only. The sections below go through each item and what changes with how the participant manages their plan.

This is a summary of the NDIA's record keeping requirements and guide to getting paid, checked on 15 September 2026. The NDIA updates its rules and prices, so treat its pages as the authority.

What is the minimum information on every NDIS record?

The NDIA sets minimum identifying information for all of a provider's records, invoices included:

  • the participant's name
  • the participant's NDIS number
  • the date or dates the support was delivered
  • the amount and quantity, or hours, of the support delivered
  • the support type

What else must an NDIS invoice include?

On top of that minimum, the NDIA says an invoice needs:

  • your business name
  • your ABN
  • the participant's address — including the postcode if the invoice is for specialist disability accommodation
  • the support item number as listed in the NDIS support catalogue
  • the claim type
  • the total invoice amount
  • the GST component, if applicable — most NDIS services are GST-free
  • for plan managers only, the ABN of the third-party provider

Each invoice can only be for one participant, but one invoice can list several supports for that participant.

Why does the support item number matter so much?

It is what the claim is paid against. The number identifies the support in the NDIS support catalogue, and the catalogue sets the unit (such as per hour) and, for many items, a price limit that varies by state and by remote area. Registered providers must follow the NDIA's pricing arrangements and price limits when supports are delivered to NDIA-managed or plan-managed participants. A claim that is not compliant is rejected, so a wrong or outdated item number costs you the payment until it is corrected.

The catalogue and price limits are revised at least once a year, usually from 1 July, so an item number and rate that were right last financial year need checking against the current documents.

Where does the invoice go? It depends on how the plan is managed

  • Self-managed. Send the invoice to the participant, who pays it. Once paid, they record it against their plan, so give them a receipt or paid invoice.
  • Plan-managed. Send the invoice to the participant's plan manager, who submits the claim. The invoice must carry a valid ABN, unless you are exempt, in which case include the ATO's statement by a supplier not quoting an ABN.
  • NDIA-managed. There is no invoice to send. You make a payment request in the myplace provider portal, within 90 days from the end of the service booking. That request still needs the participant's name and NDIS number, the dates of support, the support item number and the price.

Across all three, the NDIA says payment requests must be made within two years of the support being delivered, and a claim lodged more than six months after the service may be held for review.

Do NDIS invoices include GST?

Most NDIS supports are GST-free, so most NDIS invoices show no GST. If an item on the invoice is taxable, show the GST component, and follow the ATO's rules for invoices that mix taxable and GST-free items: what an Australian tax invoice must include.

What records should back the invoice up?

The invoice is one record among several the NDIA expects a provider to keep: support logs signed by the participant or their representative, rosters for group activities, case notes, and service agreements. The NDIA reviews claims against these, and a claim that the records do not support may have to be repaid.

A checklist to run against your NDIS invoice template

  • Your business name and ABN
  • Participant name, NDIS number and address
  • One participant per invoice
  • Date or dates of each support
  • Support item number from the current catalogue, and the support type
  • Quantity or hours, the rate, and the claim type
  • Total amount, and GST only where it applies
  • For a plan-managed participant, addressed to the plan manager

How Calendar Force fills these in

In Calendar Force, NDIS invoices are generated through their own template rather than a general invoice with different wording. The template has fields for your business name, ABN, address, email and NDIS provider number; the participant's name, NDIS number and address; the plan manager's name, email and address; the invoice number, invoice date, date of service and due date; and the support item number, item name and quantity with its unit. Support items are chosen from a built-in copy of the catalogue with price limits by state, and each invoice is for one participant.

What it does not do is decide what support was delivered, or lodge claims in the myplace portal for you. NDIS invoicing from your Google Calendar covers the whole flow, from rostering the support to matching the remittance.

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