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A single destination for managing every invoice and remittance
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Frequently asked questions
Invoices with all of the following information meet the NDIS invoicing requirements and will allow our team to prioritise these invoices, ensuring faster payment and reducing any cause for delay.
Your business and invoice information
- Provider name
- Australian business number (ABN)
- Payment details (BSB and account number)
- Email for remittance
- Unique invoice number to avoid duplicate payments
- Date of issue
The participant’s information
- Participant’s full name
- Participant’s NDIS number
The details of the support provided
- NDIS support item number (as listed in the NDIS Pricing Arrangements and Price Limits)
- Brief description of the support provided
- Rate and quantity for each support provided
- Date and hours for each individual support item delivered
- GST component if applicable (most services are GST free)
* Please note: If GST is applicable to a support, the price limit is inclusive of GST - Total amount due
Having the right information in the best possible format will ensure your invoices are processed quickly and meet the NDIS invoicing requirements. The ideal invoice includes all the information mentioned previously.
The best formatting for key information as per the below invoice example:
- Participant NDIS number: A number with 9-digits and no spaces in between.
- Support date/s: An individual date of when each support was delivered is provided per line item and not as a date range.
- NDIS support item number: A number formatted as per the NDIS Support Catalogue for the relevant support provided is included in the description for each line item.
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There are times when we will be unable to process your invoice (either partially or at all) due to insufficient participant funds. This means that the participant you have invoiced for does not have sufficient funds remaining under the invoiced category/line item to claim the invoice.
There are two options:
- If there is an alternative line item you can invoice for, please amend the invoice and send it to invoices@providerchoice.com.au so that we can reprocess the outstanding balance. If you are sending us an amended invoice - please ensure the invoice number is not changed so that we know this is an amendment.
If you’re not sure which line item to use, you can discuss this with the participant/nominee or Support Coordinator. Plan Managers are unable to discuss a participant’s available funding with providers. - If there is no alternative line item, we can submit the invoice to the NDIS as a manual payment request. We can only submit this request once the relevant NDIS plan has ended, and it is important to note that payment is at the discretion of the NDIS.
In order to do this, the invoice will need to be amended to show the outstanding balance only (if partially paid), and will need to include all of the information found under Invoice Requirements on the NDIS website - Getting Paid. Failure to include all of this information will result in a payment rejection from the NDIS team.
If you are not familiar with NDIS pricing, the NDIS provides helpful resources for providers on their website: Pricing Arrangements.
What is PACE?
PACE is the NDIA’s new computer system. It will eventually replace the Agency’s existing Customer Relationship Management (CRM) system. This new system is designed to improve connections between participants and the NDIS. These improved connections will allow NDIA staff and partners to have more time supporting people with disability to access supports.
PACE plans have already started to be rolled out, with many Provider Choice participants now having PACE plans.
Instead of having Service Bookings, participants will endorse their chosen Plan Manager under the PACE system. Endorsing a Plan Manager will give the provider access to the funding under that plan from the date of endorsement only.
The endorsement date is not necessarily the start date of the participants plan. If this is the case, the participant/nominee will need to contact the NDIS to adjust the endorsement date to the start date of the plan in order for us to access funds for the entire plan period.
Provider Choice needs to be recorded as the participants ‘Plan Manager’ in order to process invoices.
If we have been unable to process your invoice due to not being listed as a Plan Manager, this means that the participant has not endorsed Provider Choice as their Plan Manager, or we have been endorsed incorrectly.
Sometimes we are endorsed under ‘My Provider’, however this does not endorse us as a Plan Manager. We need to be recorded under the ‘Plan Manager’ role in order to access the participant plan to process invoices. Sometimes we haven’t been endorsed at all.
You will need to contact the participant, nominee or Support Coordinator to discuss your invoice if:
- Provider Choice is not recorded as a ‘Plan Manager’ on the participants PACE portal
- the date of services on the invoice is prior to the date of endorsement
- the category of services provided on the invoice is not included in the participants PACE plan (you can find out more about the updated PACE categories here: How have funding categories changed under PACE?)
We will email you to advise if any of the above applies to your invoice, so that you can take the next steps.
You can go to the NDIS Website My providers for further information.