Free NDIS Invoice Template (2026): What to Include to Get Paid
Most NDIS invoices that get held up are not wrong, they are just incomplete. A missing NDIS number, a vague line like “therapy session”, or GST added where it should not be, and the plan manager parks your invoice and emails you back. That is a week gone for a two minute fix.
Download the free NDIS invoice template (Excel .xlsx). No signup is needed. Use it for one participant per invoice and check every line before sending. It is a separate blank spreadsheet, not a payment service or a claim submission tool.
Contents
How to use the downloadable Excel invoice
Save a fresh copy for each invoice. Fill in the amber fields with your business details, participant details and agreed payment information. The line-item grid has service date, support item, claim type, units, quantity, rate excluding GST and GST rate. Line amounts and totals calculate from your entries.
A blank GST rate is not treated as zero. Enter the correct rate for each completed line, including 0% where appropriate, and explain your GST status in the header. The workbook does not decide tax treatment, select support codes, validate budgets or check price limits. Confirm those independently before issuing the invoice.
Use the NDIA record-keeping requirements and getting-paid guidance to check the current requirements. For tax treatment, consult the ATO or your tax adviser. The template does not guarantee acceptance.
The Excel file contains no macros, customer data, external data connections or Carearoo account access. Keep completed copies in your approved records system and share them securely with the correct recipient.
What an NDIS invoice must include
An NDIS invoice is a normal tax invoice with a few NDIS specific details added. Include every item below and there is nothing left for anyone to ask you for:
- Your trading name and ABN. Since July 2021 an ABN has been required on invoices to plan managed participants, so put it on every invoice.
- A unique invoice number and the invoice date.
- The participant’s name and their NDIS number. The NDIS number matters most, because it is unique and it is how the payment gets matched to the right plan.
- The date each support was delivered, not just the date you are billing.
- A clear description of the support and, where you use one, the NDIS support item number.
- The hours or units and the rate, shown as quantity times rate rather than a flat amount. For example, 2 hours at $193.99 per hour.
- The GST status, so it is obvious whether GST applies or the support is GST free.
- Your bank details and a contact, so the payment and any questions have somewhere to go.
A ready to use NDIS invoice template
Here is the structure to copy. Lay it out top to bottom and you have covered everything above:
Header: your business name, your name, ABN, phone, email and address. Then INVOICE, your invoice number, the issue date and the due date.
Bill to: the participant’s name and NDIS number. If they are plan managed, add the plan manager’s name and email as well, because that is who receives it.
The line items table with columns for date, description, NDIS support item number, quantity and unit (hours or km), rate, and line total. One row per support.
Totals: subtotal, GST (or a clear “GST free” note), and the total due.
Payment: bank name, branch, account name, BSB and account number, and short payment terms such as “Payment due within 14 days”.
If you would rather not rebuild this in a spreadsheet each time, Carearoo has a free NDIS invoice generator that lays all of this out for you and exports a clean PDF.
Is GST charged on NDIS supports?
Many NDIS supports are GST free. A support is generally GST free when it is a reasonable and necessary support in a participant’s plan, the participant has a plan in effect, and there is a written agreement to provide it. In practice most therapy and support work is billed GST free, and your invoice should say so plainly.
Separately, if you are a sole trader turning over less than $75,000 a year you are usually not required to register for GST at all. GST rules have edge cases, so confirm your own situation with your accountant or the ATO, then set your invoices up to match and keep them consistent.
Who you send the invoice to
Where your invoice goes depends on how the participant’s plan is managed, and getting this right is half of getting paid on time:
- Self managed: you invoice the participant or their nominee directly, and they pay you and claim it back through their myplace portal.
- Plan managed: you invoice the plan management provider, not the participant. Put the plan manager’s email on the invoice and send it to them.
- Agency or NDIA managed: the provider claims through the myplace provider portal, which generally means you need to be a registered provider for that participant.
Why NDIS invoices get rejected, and how to avoid it
Almost every held invoice comes down to a short list of misses. Check yours against these before you send:
- No ABN, or no NDIS number, so the payment cannot be matched.
- A vague description with no support item, so the plan manager cannot tell which budget it comes from.
- A rate above the NDIS price limit for that support, including where GST tips it over.
- Travel bundled into a session line instead of shown on its own line.
- GST added on a support that should be GST free.
- Sent to the wrong place, most often a participant when they are plan managed.
Skip the template and generate it in a minute
A template is a good start, but you still retype the same header, bank details and support items every time, and one slip sends the invoice back. Carearoo’s invoice generator remembers your details, lets you add support and travel lines with the right units, keeps GST and totals correct, and exports a tidy PDF ready to send. It is free to use, and your first NDIS report draft is free too.
Frequently asked questions
Do I need an ABN to invoice the NDIS?
For plan managed participants, yes. An ABN has been required on those invoices since July 2021. If you do not have one, a supplier can complete a Statement by supplier form in limited cases, but getting an ABN is simpler and expected.
Is GST charged on NDIS invoices?
Usually not. Most NDIS supports are GST free when they are reasonable and necessary supports in a participant’s plan with a written agreement in place. State GST free on the invoice, and confirm your own position with your accountant or the ATO.
What is the most common reason an NDIS invoice is rejected?
Missing or incomplete details: no NDIS number, no ABN, or a description too vague to match to a support item. Add those and most invoices clear first time.
Who do I send my NDIS invoice to?
It depends on plan management. Self managed participants you invoice directly, plan managed you invoice the plan manager, and agency managed you claim through the myplace provider portal.
How long does an NDIS invoice take to get paid?
Plan managers often pay within a few business days once the invoice is complete. A missing field is the main thing that turns a few days into a few weeks.
How this guide was written
Carearoo editorial resource, prepared with AI assistance. Sources and workbook calculations checked on 16 October 2026. Not tax advice or a guarantee that a claim will be paid.
Create your NDIS invoice free
Carearoo’s invoice generator keeps your details, support items, travel lines, GST and totals right, and exports a clean PDF ready to send to the plan manager. It is free to use, no spreadsheet required.