Short version: an NDIS invoice should clearly identify who you are (name and ABN), who the support was for (participant name and NDIS number), and exactly what was delivered (date, support item number, quantity, unit price and total for each line). Use a unique invoice number, include payment details, and check your plan manager's requirements. If you claim travel, our free NDIS travel calculator helps you work it out.
What is a support worker invoice?
A support worker invoice is the bill you send for NDIS supports you have delivered. It is used by sole traders and small providers who invoice participants, plan managers or, for agency-managed plans, claim through the NDIS portal. If you are an employee, your employer pays you through payroll and you do not issue invoices. If you are in business for yourself, the invoice is how you get paid, and it is also part of your records.
Different participants manage their funding differently (self-managed, plan-managed or agency-managed), so confirm with each participant how they want invoices sent and who pays them.
What to include on an NDIS invoice
NDIS guidance and provider resources consistently list the same core details. Always check the current NDIS invoicing and record keeping page for the authoritative list.
- Your details: business or trading name, ABN, address and contact details.
- Invoice number and issue date: a unique number for every invoice so a duplicate can be spotted.
- Participant details: full name and NDIS number. Name the participant on the invoice even where a plan manager pays it.
- Line items: one line per support, with the date delivered, the NDIS support item number, a short description, quantity (for example hours), unit price and line total.
- Total amount payable: and whether GST applies. If you are registered for GST, issue a tax invoice that meets ATO requirements.
- Payment details: bank account name, BSB and account number, plus your payment terms.
A support worker invoice template you can copy
Paste this layout into a document or spreadsheet and adapt it.
| Field | Example entry |
|---|---|
| Invoice number / date | INV-0042 / 24 October 2026 |
| From | Your business name, ABN, address, phone, email |
| Participant | Full name and NDIS number |
| Bill to | Participant, or plan manager name and email |
| Line 1 | Date of support, support item number, description, hours, unit price, total |
| Line 2 | Next date and support item, repeated for each shift |
| Travel (if claimed) | Date, support item, kilometres or minutes, rate, total |
| Total / GST | Amount due, with GST shown if you are registered |
| Payment details | Account name, BSB, account number, due date |
The example entries above are placeholders to show the layout, not real rates. Use the price limits that apply to your support item in the current NDIS Pricing Arrangements and Price Limits.
Plan-managed, self-managed and agency-managed invoices
- Plan-managed: send the invoice to the participant's plan manager if that is what they have asked for. The plan manager will check it against the plan before paying.
- Self-managed: the participant pays you, so agree on how they want to receive invoices and what proof of service they need.
- Agency-managed: a registered provider claims through the NDIS portal rather than sending a traditional invoice. Only registered providers can deliver supports to agency-managed participants.
Mistakes that get invoices rejected or delayed
- Missing or incorrect NDIS number or participant name.
- Using a date range instead of listing the specific date of each support.
- No support item number, or a number that does not match the support delivered.
- Duplicate invoice numbers, or resending an invoice that has already been paid.
- Charging above the price limit for the support item, or for supports that are not in the participant's plan.
- Mixing travel, cancellations and normal support on one line instead of separate lines.
Keep proof of what you delivered
Invoices should match your records of what happened. Keep your shift notes and timesheets so each invoice line can be backed up if the participant, plan manager or auditor asks. Our shift notes template shows a simple format. Check the NDIS record keeping guidance for how long to retain records.
How RaddeCare+ handles invoicing
RaddeCare+ includes NDIS and general invoicing alongside rostering and the SCHADS, Aged Care and Nurses award engines. Once shifts are on the roster, workers sign in and out in the mobile app with geolocation and complete timesheets, and invoicing connects to Xero or MYOB. Per-shift margin is visible once a shift is rostered. If you are a sole trader invoicing a handful of participants, a template like the one above may be all you need; RaddeCare+ is built for providers who employ workers and need rostering, award pay and invoicing in one place.
Frequently asked questions
What should a support worker invoice include?
Your name or business name and ABN, a unique invoice number and issue date, the participant's full name and NDIS number, and one line per support delivered showing the date, the NDIS support item number, quantity (such as hours), unit price and line total. Add payment details and your GST status. Check the NDIS invoicing guidance and your plan manager's requirements before you submit.
Do I need to put the NDIS support item number on every line?
Yes, best practice is to show the support item number against each line so the participant, plan manager or NDIA can match what was delivered to the plan. Use the code from the current NDIS Support Catalogue that matches the support you actually provided.
Should the invoice be addressed to the plan manager or the participant?
Guidance from NDIS providers is to name the participant on the invoice, even when a plan manager will pay it, and send it to the plan manager if that is who the participant has chosen. Confirm the preferred process with the participant or plan manager first.
Can I use the same invoice template for every participant?
You can reuse the layout, but the details change for every invoice: participant, dates, support items, quantities and rates. Keep your invoice numbers unique so nothing is paid twice, and check the current price limits for each support item before you invoice.