How NDIS Providers can get paid FASTER

When submitting an invoice for a self-managed, plan managed or even agency managed participant, the invoicing requirements remain the same.

By meeting these invoicing requirements, your invoice can be processed FASTER and you will receive payment FASTER!

Whether it's a Plan Manager, a participant or the NDIS paying you for your service, they ALL need:

1. a valid invoice
2. to know exactly what service you are invoicing for

If the information is not correct, the invoice will be returned to you for correction and re-submission. 

This is because they cannot claim a payment without a correct invoice! 

What does a VALID and CORRECT provider invoice need to have?

A valid invoice must have ALL of these features:

1. A unique invoice number  

2. Your Company Name and your ABN as a minimum 

3. Correct date/s
   The invoice date cannot be in the future AND must be equal to or AFTER any dates within the invoice line items. This is because the NDIS will only pay for a service that has already been delivered.
   For example: if your invoice is dated 30 June, you cannot have service line items dated in July.

4. The Name and NDIS number of the participant you have serviced

5. The total amount payable and whether it includes GST

6. Your email and phone details - in case they need to query something (saves them having to look it up)

7. Your bank details if you have not already provided them

8. Download an invoice template here

Now here is the most important part:

To make sure a Plan Manager, self manager or the NDIS can process your invoice, they need to be able to identify the service being delivered.

When they input the invoice, they will need to select the Support Category and Line item being used, so if you want to be paid quickly, make sure you include these items.

Every invoice needs the following service details:

• Date of the service delivery (can be a single day and not a date range) - must not be after the invoice date
   
• Line item number name (copy it exactly out of the support catalogue)
  For example: Assistance With Self-Care Activities - Standard - Weekday Daytime (01_011_0107_1_1)
  Include the number as well if you can. 
  ** IF you are providing support work, check our resource on Support Worker Rates so get the line items and prices)
   
• Description of the service
   
• Quantity of hours or units
   
• Hourly or unit rate
  Note: for plan-managed and agency-managed participants, the price cannot be more than the NDIS rate)
   
• Total amount for each line item
   
• Show GST if applicable

If any of the above items are missing, the time it takes to process will be significantly affected. The invoice will be returned.

If critical pieces of information like the hourly rate are too high, the invoice will be rejected and you will need to correct it and resubmit it.

See this example:

or even like this:

How do NDIS Providers get paid?

An overview of how providers get paid under the NDIS.

PLAN MANAGED PARTICIPANTS

When you take on a new participant that is Plan Managed, you need to check the process their Plan Manager has for provider payments.

Each Plan Manager will have their own (albeit similar) process. This will include things like:

• submitting your bank account details  
• advising your preferred email that you wish to receive all correspondence: enquiries and remittances
• sending a service agreement to them
• knowing where/how to send invoices for payment
• checking what their payment turnaround time is so you know what to expect

Process for being paid by a Plan Manager:

1. You deliver the service to the participant at the agreed rate* (*see note below on schedule of supports)
   Note: you cannot bill the participant before the service has been delivered.
    
2. You charge the participant by sending the invoice to the Plan Manager's nominated email address (or whatever other process they specify).
    
3. The Plan Manager has the participant approve your invoice. This can happen on an invoice by invoice basis OR they participant may have a standing approval with the Plan Manager. This is their choice,
   Note: This is where there can be a delay as the Plan Manager cannot pay an invoice unless it has been approved. If there is a manual approval, they need to wait for it.
    
4. The Plan Manager processes your invoice and submits it to the NDIS for payment.
    
5. The NDIS pays the Plan Manager.
    
6. Finally, the Plan Manager then pays you. Payment is the responsibility of the Plan Manager.

The whole process can take up to 9 days, assuming the invoice is approved in a timely manner and depending on the size of the Plan Manager. On the upside, know that payment is guaranteed (provided the details are correct and approved).

SELF MANAGED PARTICIPANTS

When you take on a new participant that is Self Managed, the process is slightly different as self managed participants process the payment themselves. It looks something like this:

1. You deliver the service to the participant at the agreed rate
   Note: you cannot bill the participant before the service has been delivered.
    
2. You charge the participant by sending them the invoice in the agreed manner (see our resource on service agreements)
    
3. They submit the invoice to the NDIS for payment and either:
   • pay you immediately (and claim after) or
   • pay you after they have received payment from the NDIS
      
4. Payment is their responsibility.

AGENCY MANAGED PARTICIPANTS

When you take on a new participant that is Agency Managed, you will need to be NDIS Registered yourself. Agency Managed participants can only use NDIS Registered providers.

The process is slightly different as the NDIS processes the payments directly. It looks something like this:

1. You deliver the service to the participant at the agreed rate
   Note: you cannot bill the participant before the service has been delivered.
    
2. You charge the participant by making a claim in the Provider Portal to the NDIS.
    
3. The NDIS pays you.
   Note: They will not pay if there are elements missing or incorrect in the invoice 
    
4. Payment is the responsibility of the NDIS.