How to Complete an NDIS Invoice: A Step-by-Step Guide

If you’re an Independent Support Worker, invoicing is an essential part of your business operations. Knowing how to create a clear and accurate invoice ensures that you get paid on time and that the NDIS participants or plan managers have all the information they need to process your payment. In this guide, we’ll walk you through the key steps to completing an NDIS invoice manually. However, if you’re looking for an easier solution, we’ll also show you how Blueset simplifies the entire invoicing process by automatically generating invoices for every booking you make.

Why Accurate Invoicing Matters

Accurate invoicing not only ensures timely payment but also builds trust with the NDIS participant and other stakeholders, such as plan managers and the National Disability Insurance Agency (NDIA). A well-constructed invoice can prevent delays, reduce confusion, and help you manage your business more effectively.

Key Elements of an NDIS Invoice

Every NDIS invoice should contain the following details:

  1. Your Business Details
    • Business name (or your name if you are a sole-trader)
    • Australian Business Number (ABN)
    • Contact information (email, phone number, address)
  2. Participant’s Details
    • Full name of the NDIS participant
    • NDIS number
  3. Invoice Number and Date
    • Assign a unique invoice number to each invoice
    • Include the date the invoice was created
  4. Service Description
    • Clearly list the services you provided, along with the NDIS support category (e.g., Core Supports, Capacity Building)
    • Include details such as the date of service, type of service, and hours or quantity provided.
  5. Price Breakdown
    • For each service, include the hourly rate or unit price and the total amount due
    • Make sure the pricing matches the NDIS price guide.
  6. GST Information
    • Most NDIS services are GST-free, but if GST applies, clearly state this.
  7. Payment Details
    • Include your bank account details (BSB and Account number) if the invoice is being paid via direct bank transfer
  8. Terms of Payment
    • Specify the due date for payment. NDIS participants or plan managers typically expect invoices to be paid within 14-30 days.

How to Complete Your Invoice

Here’s a step-by-step process to follow when preparing your invoice:

1. Create a Template

Start by creating a reusable invoice template using software like Word, Excel, or an invoicing platform such as Xero, MYOB, or QuickBooks.

2. Enter Business and Participant Details

Input your business and participant’s details, ensuring all information is correct to avoid delays.

3. Add an Invoice Number

Assign a unique invoice number for easy tracking.

4. List the Services Provided

Use a table format to itemize the services, dates, and total amounts for each. Ensure you’re charging according to the current NDIS price guide.

5. Calculate the Total

Once all services are listed, calculate the total and include GST if applicable.

6. Add Payment Details

Include your bank details or any other payment methods you accept.

7. Review and Submit

Double-check the invoice for accuracy before sending it to the participant, plan manager, or the NDIA.

The Blueset Advantage: Automating Your Invoicing

While manually creating NDIS invoices is manageable, it can become a time-consuming process, especially as your client base grows. That’s where Blueset steps in, offering a hassle-free solution that takes the headache out of invoicing.

How Blueset Simplifies NDIS Invoicing

1. Automatic Invoicing
With Blueset, every time you book a session in our easy-to-use calendar, an invoice is automatically generated based on the services provided. There’s no need to manually input dates, service descriptions, or calculate totals. Blueset pulls all the necessary information from your booking and creates a professional invoice instantly.

2. NDIS Price Guide Integration
Blueset is updated in real-time with the latest NDIS price guide, ensuring that your invoices always reflect the correct rates for the services you provide. You never have to worry about undercharging or overcharging.

3. Effortless Participant and Plan Manager Details
Blueset stores your participants’ details securely, including NDIS numbers and plan manager contact information, so you don’t have to re-enter this data every time you invoice. This not only saves you time but also reduces the risk of errors.

4. Instant Payment Tracking
When you generate an invoice with Blueset, you can track payments directly in the system. You’ll know exactly which invoices have been paid, which are outstanding, and which require follow-up—allowing you to manage your cash flow more effectively.

5. One-Click Submission
Once your invoice is ready, you can send it directly to self-managed participants, plan managers, or NDIA with a single click. Blueset sends a PDF with your logo on it, making the submission process seamless.

6. Saves Time and Reduces Errors
By automating the invoicing process, Blueset frees up your time to focus on delivering quality care, not paperwork. It also minimizes the risk of errors, which can cause payment delays.

A Manual Process vs. Blueset: Which Is Right for You?

Step NumberManual InvoicingBlueset Invoicing
1Create an Invoice TemplateBook a session in the Blueset calendar
2Enter your business details and ABNSelect Client
3Input participant details (name, NDIS number)Select shifts that have been completed
4Assign a unique invoice numberClick Send
5List services provided (description, dates)Click ‘Mark as Paid’ in Blueset
6Enter hourly rate/unit price
7Calculate total and add GST if applicable
8Input payment details (bank, BSB)
9Review invoice for errors
10Submit invoice via email or portal
11Match invoice with bank payment, and record the payment made

As you can see, Blueset takes the guesswork out of NDIS invoicing, automating the entire process so you can focus on what matters most: providing quality care to your participants. Instead of spending time manually creating invoices, updating rates, or following up on payments, Blueset handles everything for you.

Conclusion

Completing an NDIS invoice manually involves several steps, and while it’s certainly doable, it can be time-consuming and prone to errors. Blueset simplifies this process by automating invoicing for every booking, saving you time, reducing errors, and ensuring you get paid faster. Whether you’re just starting out or have an established client base, Blueset offers a streamlined solution that takes the hassle out of invoicing, allowing you to focus on your core business.

Ready to make your invoicing easier? Try Blueset today and experience the simplicity of automatic NDIS invoicing!

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