When it comes to the invoicing and payments process under the NDIS, we know two things to be true… providers want seamless invoice payments and the NDIS is a big fan of rules and regulations. To help ensure that the rules laid out by the NDIS are being followed and that payments are swift, we wanted to share some key information that should be included in every invoice for a smooth payment process.
What to include
There are three main sections – Provider, Participant and Invoice Details – that need to be included in an invoice that adheres to the NDIS invoicing process.
Provider details to include are:
Provider Invoice number – each invoice should have its own unique number
Provider invoice date – dd/mm/yyyy format only
Provider bank account number
Provider BSB number
Participant details to include are:
Participant NDIS number
Participant residential address
Invoice details to include are:
Support item number – you can use the NDIS Support Catalogue to find the correct number
Support date/s – dd/mm/yyyy format only
Description of the support
Quantity – in decimal format e.g., use 1.5 to represent one hour and thirty minutes
Unit price – your unit or hourly rate
GST – if applicable
Individual line subtotal and invoice total
When we process invoices
On average, our First2Care Accounts Team process and pays invoices received on Monday, Tuesday or Wednesday in the same week. If an invoice is received on Thursday and Friday, then payments will be made early the next week.
You should also consider sending invoices at least weekly as monthly invoices are more likely to span periods of multiple plans or price guides which can cause delays if there have been any changes to a plan or the pricing guide.
Having a correct invoice helps to ensure that there are no delays in processing your invoice.
What format and how to send them
Invoices should be attached as a PDF when being sent to our Accounts Team. A PDF format is preferred but other accepted formats are JPG or PNG. An invoice cannot be processed if it is sent as an embedded link within an email. And files sent as Word or Excel documents can cause processing delays.
Each invoice should be attached to the email individually and should not exceed 4.5 MB for each file size.
If you have an invoice that needs processing, you can send it to our Accounts Team by emailing email@example.com. Make sure to include the invoice number and the participant’s name or NDIS Number in the email subject.
Seven Easy Invoicing Tips to Know
Ensure that the amount you are charging for the support or service you have provided accurately reflects the hourly rates within the current NDIS Price Guide. If the price you are charging exceeds the NDIS’ rates, it may only be partially funded.
Always ensure that the quantity is included on each line item and that it is correct. Quite often we see a quantity defaulted to “1” which can cause the invoice to be short-funded.
Make sure each line item on your invoice has a service date, even if it only has one line item. This way, there is never any confusion over which rate to use and you are less likely to be short-funded.
Ensure days falling on a weekend or public holiday where a different rate applies are entered as separate line items.
If you do not include an NDIS code, make your description of the service as accurate as possible.
Check that the weekday, weekend, and evening rates are clearly outlined to prevent any payment processing delays.
If you know which NDIS code your service aligns with, include this in your invoice. If you are unsure of which code to choose, you can contact our Support Team on 1300 322 273 or email firstname.lastname@example.org. Alternatively, you can see a full list of codes and descriptions of these line items in the NDIS Price Guide on the NDIS website.
If you have a participant who is plan managed with First2Care, you can register your details with our First2Care team for quick and easy payment processing. Read more about First2Care Plan Management here.