How to Invoice an NDIS Participant
9 min read · Updated 15 October 2026 · Australia
Invoicing an NDIS participant is straightforward once you have a repeatable process. This guide walks through the five steps independent support workers in Australia actually use: capture the shift correctly, apply the right rate, check the details, create a compliant invoice, and send it to the right place.
Important: NDIS pricing and rules change. Figures and rules in this guide explain the structure — always verify current rates against the NDIS Pricing Schedule before invoicing. Rayvice is independent software and is not endorsed by the NDIS or NDIA.
Step 1 — Log the shift accurately
Everything downstream depends on this step. Record the participant, date, start and end times, and travel kilometres on the day the shift happens — not from memory on Sunday night.
Include the support category you worked under. If you crossed midnight or worked a public holiday, note it. Good records make rate splits automatic and disputes rare.
Step 2 — Split day, evening, weekend and holiday rates
NDIS rates are not flat. Weekday evenings (commonly from 8:00 PM), Saturdays, Sundays and public holidays attract higher loadings. Travel is billed separately at its own rate.
Split the shift at the correct boundaries — for example, 6:00 PM to 10:00 PM on a weekday becomes a day portion plus an evening portion. Show each portion on its own line so the Plan Manager can verify it without emailing you.
Step 3 — Run a compliance check
Before generating the invoice, verify:
- NDIS number is 9 digits and matches your participant record
- ABN and bank details are present and correctly formatted
- Rates are within the current NDIA price caps
- Plan Manager claims email is correct for plan-managed participants
Step 4 — Generate the tax invoice PDF
Create a tax invoice with a unique number, your business details, participant details, line items with dates and rates, totals in AUD, and payment details. Keep the layout consistent every time — familiarity speeds up Plan Manager processing.
Step 5 — Send it to the right place
Plan-managed: email the PDF to the Plan Manager claims address and track delivery. Self-managed: send to the participant or nominee billing email. NDIA-managed: do not email — claim through the PRODA Myplace portal using your invoice as the record.
After sending, watch for delivery confirmation, then follow up once if payment is overdue. Keep every invoice and shift record for at least the period your accountant recommends.
Common questions
How long does a Plan Manager take to pay?
Timeframes vary by agency. If your invoice is clean and complete, it is usually processed faster than one that needs corrections. Follow up with the invoice number if payment is late.
Can I invoice for travel time and kilometres?
Travel rules depend on the support category and current Pricing Arrangements. Some items allow travel claims, others do not. Check the current guide and show travel on a separate line.
The participant’s NDIS number was entered wrong.
The 9-digit NDIS number cannot be edited after creation (it anchors invoices). Deactivate the record and create a fresh participant with the correct number.
Official sources
NDIS rules change. Verify current figures on these official pages before invoicing:
Put this into practice
Rayvice splits day, evening, weekend, public holiday and travel rates automatically, checks invoices against price caps, and emails the PDF to your Plan Manager. 9-day free trial, no credit card.