The Three Plan Management Types
Every NDIS participant's plan is managed in one of three ways. The plan management type determines who you invoice, how you submit claims, and how quickly you get paid. As a provider, you will likely serve participants across all three types, so you need to understand each one.
| Plan Management Type | Who Pays You | How You Invoice | Typical Payment Time |
|---|---|---|---|
| NDIA-managed | NDIA (direct to your bank account) | Payment request via myplace portal | 2–5 business days |
| Plan-managed | Plan management provider | Invoice sent to plan manager | 5–14 business days |
| Self-managed | Participant directly | Invoice sent to participant | Varies (participant dependent) |
You must be a registered NDIS provider to claim for NDIA-managed participants. Unregistered providers can only invoice plan-managed and self-managed participants. Registration opens the largest pool of participants to your business.
Invoicing NDIA-Managed Participants
NDIA-managed participants have their plan funding administered directly by the National Disability Insurance Agency. For providers, this is the most structured claiming process — but also the most reliable for payment.
Step-by-step claiming process
- Sign a service agreement with the participant, specifying the supports, prices, frequency, and cancellation terms
- Create a service booking in the myplace provider portal — this reserves funding from the participant's plan for your services
- Deliver the support and document it (shift notes, progress notes)
- Submit a payment request through the myplace portal within the service booking period
- Receive payment directly into your nominated bank account (typically 2–5 business days)
What you need for each payment request
- Active service booking for the participant and support category
- Correct NDIS support item reference number (line item)
- Date of service delivery
- Quantity (hours, units, or days depending on the support item)
- Rate charged (must not exceed the NDIS price limit)
- Supporting documentation (shift notes, timesheets) retained in your records
Bulk payment agreements
For ongoing regular supports (such as SIL), you can set up a bulk payment agreement in the myplace portal. This allows you to claim in advance for a set period of supports rather than submitting individual claims after each shift. Bulk payments are reconciled periodically, and any difference between the claimed amount and the actual supports delivered is adjusted.
Bulk payment agreements are commonly used for SIL providers where the support schedule is consistent and predictable.
Invoicing Plan-Managed Participants
Plan-managed participants have a registered plan management provider who handles their financial administration. As a support provider, you invoice the plan manager — not the NDIA and not the participant.
How it works
- Sign a service agreement with the participant
- Identify the plan manager — the participant or their support coordinator will tell you who manages their plan
- Deliver the support and document it
- Send an invoice to the plan manager (usually via email)
- Plan manager processes the claim through the NDIS system and pays you
What to include on your invoice
| Invoice Element | Required | Notes |
|---|---|---|
| Your business name and ABN | Yes | Must match your NDIS registration |
| Invoice number | Yes | Unique sequential number for your records |
| Invoice date | Yes | Date the invoice was issued |
| Participant name | Yes | Full legal name |
| Participant NDIS number | Yes | The participant's unique NDIS identifier |
| Support item reference number | Yes | The NDIS line item number (e.g., 01_011_0107_1_1) |
| Support item description | Yes | Description matching the NDIS Support Catalogue |
| Date(s) of service | Yes | Specific dates the support was delivered |
| Quantity and unit | Yes | Hours, units, or days |
| Rate (per unit) | Yes | Must be within NDIS price limits for the support item |
| Total amount | Yes | Quantity x rate for each line |
| GST status | Yes | State whether GST is included, excluded, or N/A (GST-free) |
| Payment details | Yes | BSB, account number, account name |
Plan managers process hundreds of invoices per week. Make their job easy and you get paid faster. Use the exact NDIS line item reference numbers, itemise each service date separately, and ensure your ABN and participant NDIS number are correct. Invoices with errors get sent back — adding weeks to your payment cycle.
Advantages of plan-managed participants
- No service booking required — less administrative burden on you
- Both registered and unregistered providers can invoice plan managers
- Flexible pricing — while plan managers typically use NDIS price limits, pricing can technically be negotiated
Invoicing Self-Managed Participants
Self-managed participants control their own plan funding. They choose their own providers, pay invoices directly, and then claim reimbursement from the NDIA through the myplace participant portal (or myGov).
How it works
- Sign a service agreement with the participant
- Deliver the support and document it
- Send an invoice directly to the participant
- Participant pays you from their own funds or nominated bank account
- Participant claims reimbursement from the NDIA
Key considerations
- Payment risk — you are relying on the participant to pay, not the NDIA or a plan manager. Consider your payment terms and credit risk carefully.
- Price flexibility — self-managed participants can agree to any price. However, they can only claim up to the NDIS price limit from their plan.
- No registration required — both registered and unregistered providers can serve self-managed participants.
- Record keeping — self-managed participants need your invoice for their reimbursement claim. Ensure it contains all required details.
Service Bookings: What They Are and When You Need Them
A service booking is an electronic agreement in the NDIS system that reserves a portion of a participant's plan funding for your services. It is the mechanism that allows you to submit payment requests for NDIA-managed participants.
When you need a service booking
- NDIA-managed participants — always required. You cannot submit a payment request without an active service booking.
- Plan-managed participants — not required. The plan manager handles the claiming process.
- Self-managed participants — not required. The participant handles their own claiming.
Creating a service booking
Service bookings are created in the myplace provider portal. You need:
- The participant's NDIS number
- The support category and line item(s) to be booked
- The start and end dates for the booking
- The total dollar amount to be reserved
Both the provider and the participant (or their nominee) must agree to the service booking. The participant can view and manage service bookings through their myplace participant portal.
New providers often forget to create a service booking before delivering supports to NDIA-managed participants. When they submit their first payment request, it is rejected because there is no booking in place. Always set up the service booking before or at the time of signing the service agreement — not after you have already delivered services.
Common Claim Rejection Reasons and How to Fix Them
Claim rejections cost you time and cash flow. Understanding the most common reasons helps you avoid them.
| Rejection Reason | What Happened | How to Fix It |
|---|---|---|
| No active service booking | You submitted a claim without a service booking in place | Create a service booking in the myplace portal, then resubmit the claim |
| Wrong line item number | The support item reference number does not match the support delivered or is not valid | Verify the correct line item in the NDIS Support Catalogue and resubmit |
| Exceeds price limit | The rate charged exceeds the NDIS price limit for that support item | Reduce the rate to the price limit and resubmit |
| Insufficient plan funds | The participant's budget for this support category is exhausted | Contact the participant/support coordinator about a plan review or reassessment |
| Plan expired | The participant's NDIS plan has ended or been replaced | Check the plan dates; if a new plan is in place, create a new service booking |
| Service date outside booking period | The date of service falls outside the service booking dates | Amend the service booking dates or create a new booking covering the correct period |
| Duplicate claim | A claim has already been submitted for the same participant, date, and support item | Check your records for duplicate submissions; if the original claim was paid, do not resubmit |
GST Requirements for NDIS Providers
The GST treatment of NDIS supports is governed by Division 38 of the A New Tax System (Goods and Services Tax) Act 1999. Most NDIS supports are GST-free, but some are not.
GST-free NDIS supports (no GST charged)
- Personal care and daily living support
- Supported Independent Living (SIL)
- Community access and social participation
- Support coordination and plan management
- Allied health and therapy services delivered as NDIS supports
- Behaviour support
- Most disability support services
NDIS supports that attract GST
- Assistive technology products (equipment, devices)
- Home modifications (building work)
- Certain consumables and supplies
- Vehicle modifications
Even though most of your NDIS income is GST-free, you should still register for GST if your annual turnover exceeds $75,000 ($150,000 for not-for-profits). Being GST-registered allows you to claim input tax credits on your business expenses (rent, insurance, supplies, equipment), which reduces your effective costs. Consult your accountant.
Record Keeping for NDIS Claims
Accurate record keeping is not just good practice — it is a compliance requirement. The NDIS Commission and the ATO both require you to maintain records that support every claim you make.
What to keep for each service delivery
- Shift notes or progress notes documenting what support was delivered
- Timesheets or time records showing when the support was delivered
- Service agreement (signed by the participant or their nominee)
- Invoices issued (with all required details)
- Payment receipts or bank statements confirming payment received
- Cancellation records (including time of notification and reason)
- Travel records (if travel is claimed)
How long to keep records
Under the NDIS Act 2013 and ATO requirements, keep all records for a minimum of 7 years. Some providers keep records longer — particularly incident records and participant files, which may be relevant to future legal proceedings.
Accurate progress notes are the foundation of your claiming records. Every shift note must document what support was provided, when, for how long, and how it relates to the participant's goals. Our free NDIS Notes Rewriter helps support workers write compliant notes in seconds.
Get Your Service Agreements and Financial Policies Right
The SIL Rescue Kit includes a complete SIL service agreement template, financial management policy, and progress notes template — all designed to support accurate invoicing and audit-ready record keeping.
Get the SIL Rescue Kit — $297Important: This article provides general guidance about NDIS invoicing and claiming. It is not financial or professional advice. Claiming rules, price limits, and processes may change. Always verify current requirements on the NDIS website and consult your accountant about GST and tax obligations.