A compliant NDIS invoice needs: your name and ABN, contact details, a unique invoice number, the invoice date, the
participant's name and NDIS number, the date each support was delivered, the correct
NDIS line item code with hours and a rate at or under the current cap, the
GST status (most supports are GST-free), the total, and your bank details. Miss any of these and the invoice risks auto-rejection.
The checklist, with the reason behind each field
Required NDIS invoice fields and why each matters
Who you are and who the participant is
The word "Tax Invoice" (or "Invoice")
Payment systems and bookkeepers file by it; some auto-reject without it. Use "Tax Invoice" once you're registered for GST (required from $75,000 turnover, optional below that); use "Invoice" if you're not registered. ATO: registering for GST
Unique invoice number
A common rejection cause. One sequence, never reused, even for corrections.
Invoice date
Payment terms count from it.
Your name or business name
Must match the name on your bank account and ABN registration.
Your ABN
Plan managers generally cannot pay ABN-less invoices without withholding; sole traders need one regardless.
Your contact details
Queries go to you fast instead of bouncing through the participant.
Participant name and NDIS number
The plan manager matches the invoice to the participant by name or NDIS number. Include both when you have them.
One line for each support
Service Date
Code
Description
Qty
Rate
GST*
Line total
Date each support was delivered
Not just the invoice date. Determines which price guide applies and which plan period pays.
NDIS line item code per line
The current code, matched to the day and time worked. See the directory for the common set.
Description, hours and rate per line
Rate must be at or under the current cap; quantity times rate must equal the line total.
*GST status
Most NDIS supports are GST-free. A "Tax Invoice" (GST registered) should always show a GST column, even at $0.00, and state the supply is GST-free. An "Invoice" (not GST registered) should never show a GST column or mention GST-free. Example of Tax Invoice: 4 hours at $73.58/hr = $294.32. GST: $0.00. Total: $294.32 (GST-free).
Bottom of the invoice
Invoice total
Must equal the sum of the lines exactly.
Your bank details (BSB and account)
Plan managers pay by transfer; missing details stall payment silently.
The mistakes that slip past the checklist
Right field, stale value. The code column filled in, but with a code from last year's catalogue.
The old bundled respite (STA) codes from the 2026-27 changes didn't
disappear overnight - they moved to a legacy list, claimable only until 30 June 2027. Expect the same pattern
at the next catalogue change: last year's code often still works for a transition window, then it stops.
Incorrect dates. An invoice date can't be in the future, and a support's service date must be on
or before the invoice date. You can't invoice today for a shift dated tomorrow, even if you already know the
rate and the hours - the support date has to have actually arrived first.
The wrong code for the right support. There are close to 1,000 distinct line item codes in the
current catalogue, and codes that look interchangeable often aren't - travel costs go on a different 799 code
depending on the support. A standard self-care shift uses 01_799_0107_1_1; community access uses
04_799_0125_6_1. The travel claims guide lists them.
Corrections reusing the invoice number. A fixed invoice is a new invoice number with the original
cancelled, or it collides with the copy already in the plan manager's system.
Totals that do not reproduce. If quantity times rate does not equal the line, or lines do not sum to
the total, checking software stops there.
The free NDIS invoice template produces a PDF with every field
above, using current 2026-27 v1.0 line items. It runs in your browser - nothing is uploaded or stored, no
signup.
Your name and ABN, contact details, a unique invoice number, invoice date, the participant’s name and NDIS number, the date each support was delivered, the NDIS line item code, description, hours and rate per line, GST status, the total, and your bank details.
Can I handwrite an NDIS invoice or use Word?
Yes you can, there is no rule against it, but plan managers increasingly process invoices through automated systems, and handwritten or hand-copied invoices are where duplicate numbers, stale codes and maths errors slip through and trip those systems up. If you're invoicing weekly, use something that gets the mechanical parts right.
Do I charge GST on NDIS supports?
Most disability supports delivered to NDIS participants are GST-free. If you're registered for GST, use "Tax Invoice", show a GST column (even at $0.00) and state the supply is GST-free. If you're not GST-registered, use "Invoice" and leave GST off it entirely. Confirm with your accountant if your situation is unusual.
Built for the checking software
Crestyn's PDF layout, font and text size are built around what plan managers' automated invoice systems read reliably. No card to start: 30 days free, then $14 a month.
NDIS Pricing Schedule 2026-27, effective (catalogue 2026-27 v1.0). Usually checked
every night - last checked . General
information, not advice. Verify against the official pricing schedule before invoicing.
Source: NDIS pricing arrangements.
