Do I invoice the participant or the plan manager?

For a plan-managed participant, the invoice goes to the plan manager, usually to a dedicated accounts email, with the participant named on the invoice. Self-managed participants are invoiced directly.

Do I need to be a registered provider to invoice a plan manager?

No. Plan-managed participants can use unregistered providers, which is what makes sole trader support work viable. You do need an ABN.

Whose name goes on the invoice, the participant or the plan manager?

Both, in different roles: the invoice is addressed to the plan manager as the payer, and it must identify the participant the supports were delivered to, including their NDIS number.

How quickly should I invoice after a shift?

Weekly is the common rhythm and keeps cash flow predictable. Whatever you choose, keep it consistent; late surprise invoices are harder for participants’ budgets to absorb.

How to invoice a plan manager, step by step

By Mick Lutton · Updated 2026-07-07

To invoice a plan manager: confirm the participant is plan-managed and get the plan manager's accounts email; agree your rates in a service agreement; then send a tax-invoice-style PDF with your ABN, a unique invoice number, the participant's name and NDIS number, support dates, the correct NDIS line item codes, hours, rates within the current caps and your bank details. Most plan managers pay in 2 to 10 business days if nothing bounces.

Before the first shift

1. Confirm how the plan is managed

Ask the participant or their nominee whether the plan is plan-managed, self-managed or NDIA-managed. Plan-managed and self-managed can engage you as an unregistered sole trader; NDIA-managed cannot. For plan-managed, get the plan manager's business name and their accounts email, and ask whether they want anything specific referenced on invoices.

2. Put rates in writing

A short service agreement covering supports, rates, cancellation terms and invoicing frequency prevents most disputes later. Set rates at or below the current price limits; the caps for the common codes are on the line item directory, currently 2026-27 v1.0.

Building the invoice

3. Include every required field

The full checklist lives in NDIS invoice requirements. The fields that most often go missing: your ABN, the participant's NDIS number, the date each support was delivered (not just the invoice date), and a unique invoice number.

4. Use the right line item for each block of work

One line per code per day worked is the cleanest structure. A Tuesday shift from 6pm to 10pm is two lines: two hours on weekday daytime and two on weekday evening. Weekend and public holiday work uses its own codes, not a loading on the weekday line.

5. State the GST position

Most NDIS supports are GST-free. The invoice should say so rather than showing $0.00 GST with no explanation, and your totals should be simple sums that a checker can reproduce.

Sending and getting paid

6. Send it to the right inbox, and know it arrived

Send the PDF to the plan manager's accounts address with the participant's name and your invoice number in the subject line. Non-delivery is invisible with ordinary email; if you do not hear anything within a week, confirm receipt before assuming it is in a queue.

7. Follow up in business-day terms

2 to 10 business days is the normal window once an invoice passes checks. Chase politely with the invoice number and a copy attached; if it was rejected, find the cause in why NDIS invoices get rejected, fix it, and reissue under a new invoice number.

Or let the app do steps 3 to 6

Crestyn keeps clients and rates, builds the split lines with current 2026-27 v1.0 codes, emails the PDF and shows Sent, Delivered or Bounced per invoice. $14 a month, 30 days free, no card. One-off invoice? The free generator needs no signup.

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Quick answers

Do I invoice the participant or the plan manager?: For a plan-managed participant, the invoice goes to the plan manager, usually to a dedicated accounts email, with the participant named on the invoice. Self-managed participants are invoiced directly.
Do I need to be a registered provider to invoice a plan manager?: No. Plan-managed participants can use unregistered providers, which is what makes sole trader support work viable. You do need an ABN.
Whose name goes on the invoice, the participant or the plan manager?: Both, in different roles: the invoice is addressed to the plan manager as the payer, and it must identify the participant the supports were delivered to, including their NDIS number.
How quickly should I invoice after a shift?: Weekly is the common rhythm and keeps cash flow predictable. Whatever you choose, keep it consistent; late surprise invoices are harder for participants’ budgets to absorb.