Handling Invoices and Payments

When you’re self-managing your NDIS plan, it’s important to keep track of invoices and payments. This helps you stay organised and ensures that all services you pay for meet the NDIS requirements. In this module, we’ll cover what to look for on an invoice and how to keep track of payments.

What is an Invoice?

An invoice is a document from a provider that shows details of the service or support they gave you, along with the amount you owe. Invoices are important for keeping records and for showing how you’re using your NDIS funds.

Invoice Checklist

When you receive an invoice, make sure it includes the following details:

1. Business Name: The name of the provider or business.
2. ABN (Australian Business Number): This number shows that the business is registered.
3. Contact Information: Includes the provider’s phone number and email address.
4. Invoice Number: A unique number for tracking.
5. Invoice Date: The date the invoice was created.
6. Your Details: Your name and NDIS number.
7. Payment Terms and Due Date: When payment is due.
8. Total Amount: The total cost for the service.
9. GST (if applicable): If GST applies, it should be included in the total amount.
10. Quantity of Service: How many hours or units were provided.
11. Unit Price: The rate charged per hour or per unit.
12. Dates of Service: When the services were provided.
13. Description of the Support: A short description of the support provided and how it helps with your goals.

Tip: Save all invoices and receipts for at least five years, as the NDIS may ask to review your spending.

Learn more about invoice requirements on the NDIS website.

Tracking Payments

It’s important to know which invoices are paid, pending, or unpaid. Here’s a simple way to keep track:

1. Paid: Mark invoices as “Paid” once you’ve completed the payment. This shows the service has been fully covered.
2. Pending: Mark as “Pending” if you’re in the process of making a payment.
3. Unpaid: Use this label for invoices that haven’t been paid yet. Check these regularly to avoid late payments.

You can track which invoices have been paid, pending or are unpaid in your Spending Tracker that we created in an earlier lesson.

Tips for Managing Payments

• Set Reminders: Use a calendar or phone reminder for upcoming payments to avoid missing due dates.
• Organise by Payment Status: If using paper records, keep separate folders for “Paid” and “Unpaid” invoices.
• Digital Tracking: Use a spreadsheet or budgeting app to list all invoices and payment statuses.

Keeping track of payments makes it easy to see what has been paid, what’s pending, and any overdue amounts. This also helps if the NDIS ever needs to check your spending.

Activity: Review Your Invoice Checklist

1. Look at a recent invoice you’ve received for NDIS services.
2. Check each item on the checklist to make sure all information is included.
3. Mark the Payment Status on your spending tracker (paid, pending, or unpaid).

Helpful Links

• NDIS Guide to Invoices: https://www.ndis.gov.au/providers/working-provider/connecting-participants/service-agreements-and-service-bookings
• NDIS Self-Management Guide: https://www.ndis.gov.au/participants/using-your-plan/self-management