NDIS invoice requirements: the complete checklist
By Mick Lutton · Updated 2026-07-07
A compliant NDIS invoice needs: your name and ABN, contact details, a unique invoice number, the invoice date, the participant's name and NDIS number, the date each support was delivered, the correct NDIS line item code with hours and a rate at or under the current cap, the GST status (most supports are GST-free), the total, and your bank details. Miss any of these and the invoice risks auto-rejection.
The checklist, with the reason behind each field
| Field | Why it matters |
|---|---|
| The word "Tax Invoice" (or "Invoice") | Payment systems and bookkeepers file by it; some auto-reject without it. |
| Your name or business name | Must match the name on your bank account and ABN registration. |
| Your ABN | Plan managers generally cannot pay ABN-less invoices without withholding; sole traders need one regardless. |
| Your contact details | Queries go to you fast instead of bouncing through the participant. |
| Unique invoice number | Duplicates are a top-three rejection cause. One sequence, never reused, even for corrections. |
| Invoice date | Payment terms count from it. |
| Participant name and NDIS number | The claim is processed against the participant’s plan; no NDIS number, no match. |
| Date each support was delivered | Not just the invoice date. Determines which price guide applies and which plan period pays. |
| NDIS line item code per line | The current code, matched to the day and time worked. See the directory for the common set. |
| Description, hours and rate per line | Rate must be at or under the current cap; quantity times rate must equal the line total. |
| GST status | Most NDIS supports are GST-free; the invoice should state it. |
| Invoice total | Must equal the sum of the lines exactly. |
| Your bank details (BSB and account) | Plan managers pay by transfer; missing details stall payment silently. |
The mistakes that slip past the checklist
- Right field, stale value. The code column filled in, but with a 2025-26 code that was replaced. The 2026-27 changes retired the old respite codes entirely.
- One line for a shift that crosses rate boundaries. A 6pm to 10pm weekday shift is a daytime line and an evening line, not four hours at the daytime rate.
- Corrections reusing the invoice number. A fixed invoice is a new invoice number with the original cancelled, or it collides with the copy already in the plan manager's system.
- Totals that do not reproduce. If quantity times rate does not equal the line, or lines do not sum to the total, checking software stops there.
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Quick answers
- What has to be on an NDIS invoice?
- Your name and ABN, contact details, a unique invoice number, invoice date, the participant’s name and NDIS number, the date each support was delivered, the NDIS line item code, description, hours and rate per line, GST status, the total, and your bank details.
- Can I handwrite an NDIS invoice or use Word?
- There is no rule against it, but handwritten and hand-copied invoices are where duplicate numbers, stale codes and maths errors come from. If you make one weekly, use something that gets the mechanical parts right.
- Do I charge GST on NDIS supports?
- Most disability supports delivered to NDIS participants are GST-free. State the GST-free position on the invoice; if your situation is unusual, confirm with your accountant.