When you pour your time and effort into delivering essential support for NDIS participants, the last thing you want is a delay in payment. At Provider Choice, we want to simplify the process and help you get paid promptly for the valuable work you do.
Following a few straightforward invoicing practices can make a significant difference, ensuring your invoices move through the system smoothly and without unnecessary delays. This guide provides clear, actionable tips to help you streamline your invoicing and focus on what you do best - providing excellent care.
Why Compliant Invoices Matter
Submitting a compliant invoice is the single most important step to ensure fast payment. The NDIS has specific requirements for what information must be included for a claim to be processed. When an invoice has all the necessary details from the start, our team can process it quickly.
Think of it as giving your invoice a "fast pass" through the system. By getting it right the first time, you reduce back-and-forth communication and help us pay you sooner.
Your Checklist for a Perfect Invoice
To help you get everything right, we’ve created a checklist of essential information that must be on every invoice. Make sure these details are included before you send it to us.
1. Your Business Details
This information identifies you as the provider and tells us where to send the payment.
- Your business name
- Australian Business Number (ABN)
- Bank details: BSB and account number for payment
- Unique invoice number: Helps prevent duplicate payment errors
- Date of issue: The date you created the invoice
- Contact details: phone number and email
2. Participant Information
Correct participant details ensure the funds are claimed against the right NDIS plan.
- Participant’s full name
- Participant’s NDIS number: A 9-digit number with no spaces
3. Details of Support Provided
This section breaks down the services you delivered and is crucial for NDIS compliance.
- NDIS support item number: Use the relevant code from the NDIS Pricing Arrangements and Price Limits.
- Description of the support: A brief, clear summary of the service.
- Date of each support: Provide a specific date for each line item, not a date range.
- Rate and quantity (units or hours): The cost and amount of each support provided.
- GST component: Note if GST applies. Most NDIS services are GST-free, but if it applies, the price must be inclusive of GST.
- Total amount due: The final invoice total.
An invoice should only be for one participant, but it can include multiple supports for that individual.
Formatting Tips for Faster Processing
How you format your invoice is just as important as the information it contains. Clear formatting allows our system and team to read your invoice efficiently.
Separate Line Items for Each Service Date
Avoid listing a date range for services. Instead, create a separate line item for each individual date a support was delivered. This is a firm NDIS requirement and a common reason for processing delays.
For example:
- Do this:
- 03/08/2025 | Access Community Social and Rec Activity | 3 hours
- 10/08/2025 | Access Community Social and Rec Activity | 3 hours
- Not this:
- 03/08/2025 - 10/08/2025 | Access Community Social and Rec Activity | 6 hours
If your accounting software, like Xero, has limitations on adding a date column, you can add the date within the description field for each line item. Just label it clearly, for example: "Date: 03/08/2025".
Submit Your Invoice as a PDF
The best file format for your invoice is a PDF. It’s a universal format that preserves your formatting and is easy for our systems to read. Other file types can sometimes cause issues with readability or data extraction.
Creating a PDF is simple. Most invoicing software has an option to export or save your document as a PDF. You can also use the "Print" function on your computer and select "Save as PDF" as your printer. This small step ensures your invoice arrives just as you intended and guarantees fastest payment if your invoice isn't missing any details.
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Where to Send Your Invoice
Once your invoice is complete and saved as a PDF, please email it to our dedicated provider team at invoices@providerchoice.com.au.
You will receive an automated response confirming we’ve received your email. Our team works to process compliant invoices within 72 hours, with payments typically made within 5 business days.
We’re Here to Support You
Getting your invoices right from the start is the key to faster payments. By following these best practices, you can avoid common pitfalls and ensure a smooth, efficient process.
If you ever have questions or need help, our team is here for you. You can also log in to your Provider Portal to track the status of your invoices and access your remittance history at any time.
