How to invoice the NDIS as a sole trader support worker
If you work for yourself as a support worker, you are the one who has to get paid. This guide walks through how NDIS invoicing works for independent, sole trader support workers in Australia, step by step, in plain English.
Step 1: Work out who you invoice
Who receives your invoice depends on how the participant's plan is managed. Ask the participant (or their nominee) early, and write it down in your service agreement.
| Plan management | You invoice | Notes |
|---|---|---|
| Self-managed | The participant (or their nominee) | They pay you, then claim or pay from their plan funds. Self-managed participants can use unregistered providers. |
| Plan-managed | The participant's plan manager | The plan manager checks the invoice against the plan and pays you. Unregistered providers can be paid this way. |
| NDIA-managed (agency-managed) | Claims go through the NDIS portal | Only NDIS-registered providers can claim from the NDIA directly, so unregistered sole traders generally cannot support these participants. |
Step 2: Get your business basics in place
- An ABN. Plan managers and participants will ask for it on every invoice. You can apply for one for free through the Australian Business Register.
- A service agreement with each participant that sets out the supports, rates and cancellation terms.
- GST status. You only have to register for GST once your turnover reaches the ATO threshold (currently $75,000 a year), but many disability supports are GST-free anyway. If you are unsure whether your supports are GST-free, ask the ATO or an accountant.
Step 3: Know what must be on the invoice
Plan managers reject invoices that are missing details, which delays your payment. Include:
- Your name (and business name if you have one) and your ABN
- The participant's name and NDIS number
- A unique invoice number and the date of the invoice
- The date and time of each support delivered
- The support item name and number for each line (for example, "Assistance with self-care activities" with its item number)
- The quantity (hours or kilometres) and the rate charged
- The line total, the invoice total, and GST if it applies
- Your bank details and payment terms
Step 4: Use the right support item and rate
The NDIS publishes a Pricing Arrangements and Price Limits document that lists each support item, its number and the maximum price you can charge. It is updated regularly, usually around the start of the financial year, so always check the current version on the NDIS website rather than reusing last year's numbers.
The same type of support often has different item numbers and price limits for weekday daytime, weekday evening, Saturday, Sunday and public holidays. Putting a weekend shift on a weekday code is one of the most common reasons an invoice is rejected, or a rate is queried.
Tip: Charge at or below the price limit, never above it. You can always charge less than the limit if that is what you agreed with the participant.
Step 5: Handle travel and cancellations correctly
Travel and short-notice cancellations are only claimable in certain situations and at certain rates. The rules sit in the same price guide and in your service agreement, so read the relevant section before you add them to an invoice. Keep a record of the date, the distance and why the trip was needed.
Step 6: Invoice regularly and keep records
- Invoice weekly or fortnightly. Waiting until the end of the month makes mistakes harder to spot and slows your cash flow.
- Match every invoice to your shift notes. If a plan manager or participant queries a claim, your notes are your evidence. See our guide to writing shift notes.
- Keep copies of everything. Business records generally need to be kept for at least five years for tax purposes.
Common mistakes that delay payment
- Missing ABN or NDIS number
- Wrong support item number (especially weekend and public holiday shifts)
- Charging above the price limit
- Hours that don't match the shift notes or the service agreement
- Invoicing for a participant whose plan is NDIA-managed when you are not a registered provider
- No invoice number, or the same invoice number used twice
The easier way to do it
Supportal turns the shifts you log into NDIS-priced invoices automatically, with the right rates already filled in, and sends them in one tap with a copy to you. No spreadsheets and no retyping.
Quick answers
Can a sole trader support worker invoice the NDIS?
Yes, if you are working with self-managed or plan-managed participants. You invoice the participant or their plan manager. Participants whose plans are NDIA-managed generally need a registered provider.
Do I need an ABN to invoice the NDIS?
In practice, yes. Plan managers and participants expect an ABN on every invoice, and it is free to apply for one.
Do I need to charge GST on NDIS supports?
Many disability supports are GST-free, and you only need to register for GST once your turnover reaches the ATO threshold. Check with the ATO or an accountant for your situation.
This guide is general information for Australian NDIS support workers and is not legal, financial or tax advice. Prices, rules and thresholds change, so always check the NDIS and ATO websites or speak to a professional for your situation.