Check the basic invoice details
Make sure the invoice clearly identifies your business, the participant, the support delivered, the date of support, the quantity or hours and the amount charged.
Use the current official NDIS information where a support item or pricing rule applies. Avoid relying on an old template without checking it.
- Invoice number and invoice date.
- Your business name, ABN and contact details.
- Participant details needed for the agreed invoicing process.
- Service date, support description, hours or quantity, rate and total.
- The correct recipient, email address or portal.
Check hours and minute conversions
Compare the invoice with your shift records. If you worked 4 hours and 15 minutes, that is 4.25 hours, not 4.15 hours.
Small time-conversion mistakes can change the invoice total even when the hourly rate is correct.
Check the rate and support item
Confirm that the rate and support item reflect the support actually delivered and the current information that applies to your arrangement.
Do not choose a support item simply because it was used before or because another budget appears to have money available.
Check travel, transport and cancellations
If the invoice includes travel, participant transport or a cancellation charge, check what was agreed, what actually happened and the current rules that apply to the support.
Check the records behind the invoice
Your invoice should make sense alongside the records for the shift. Compare the date, hours, support delivered and any relevant travel or cancellation details before sending.
A useful final question is: if someone compared this invoice with my records, would they tell the same story?
Frequently asked questions
What should I check before sending an NDIS invoice?
Check the identifying details, service date, hours or quantity, rate, support item where relevant, travel or cancellation charges, matching records and the correct recipient.
Is 4 hours 15 minutes written as 4.15 hours?
No. Fifteen minutes is one quarter of an hour, so 4 hours 15 minutes is 4.25 hours.
Does completing a checklist guarantee payment?
No. A checklist can help you catch common administrative issues, but it cannot confirm funding or guarantee payment.