Top Tips When Submitting Invoices
Want fast, streamlined invoice payments? Then these top tips are for you!
Tip #1: Include the necessary information
The NDIA are a stickler for details. Which is why it’s so important for your invoices to contain the all the relevant details to help ensure prompt processing and payment. This includes:
Unique invoice number
Participant name and NDIS number
Provider name, ABN, and bank details
Date of service provided
Description of the service
NDIS service code (from the NDIS support catalogue booklet)
Units or hours of service
Unit price per service
Line total and grand total of all services included on the invoice
Tip #2: Check if you should or should not include GST
Typically, Goods and Services Tax (GST) is not payable on most supports when services are provided directly to NDIS participants. According to the ATO services are GST-free if all the following requirements are met:
the NDIS participant has a NDIS plan in effect.
the supply is of reasonable and necessary supports that are specified in the statement of supports in the participant's NDIS plan.
there is a written agreement between you and the NDIS participant (or their representative)
it is a supply covered by one of the tables in the A New Tax System (Goods and Services Tax) (GST free Supply—National Disability Insurance Scheme Supports).
When it comes to charging or not charging GST, it’s important to note that tax regulations can change, and we recommend checking with a qualified accountant or a relevant tax authority for the most up-to-date and accurate information regarding GST requirements for NDIS providers.
Tip #3: Be aware of price limits
The NDIS has price limits for certain supports which can be found in the NDIS Pricing Arrangements and Price Limits (typically updated annually). Providers should ensure that their invoices aligs with these limits to avoid any payment issues. Although the Pricing Arrangements outlines a limit that can be charged, providers should recognise that this is the limit, or maximum, amount that can be charged not a fixed price. Essentially, providers can charge any amount up to the limit, GST inclusive if relevant.
Tip #4: Calculate the total hours (per line item)
If there are multiple dates for the same type of service provided, tally up the hours for each line-item code to provide a total number of hours. This can save time during the processing phase and help ensure the invoice can be submitted in a timely manner.
Tip #5: Regularly send invoices
If a service has been provided, an invoice can be submitted. By submitting invoices regularly, providers can increase their chances of receiving payments on time. This can also assist with keeping track of which invoices have been paid, and if any are overdue or pending, allowing providers to follow up on any outstanding payments and maintain a healthy cash flow for their business.
Tip #6: Maintain communication
Establish open and regular communication with your NDIS participants. Address any concerns or questions they may have regarding invoicing, or the services provided. Building a strong communication channel increases transparency, trust, and overall satisfaction, which can positively impact the invoicing process.
Tip #7: Set up a service agreement
Service agreements are mandatory for providers registered with the NDIS, and strongly recommended for providers who are not registered with the NDIS. Having a service agreement can be an asset for providers as it helps to outline the scope of supports, the cost and quantity of supports provided, and details other relevant information that can assist in building a strong foundation of trust between providers and participants. Service agreements can also help with funding allocation and streamline the invoicing process.
Tip #8: Seek professional advice
If you’re unsure about the invoicing process or have specific questions related to your NDIS service provision, seek guidance from professional advisors or consult the NDIS website. Staying informed and seeking expert advice can help you navigate the complexities of NDIS invoicing more effectively.
Tip #9: Double check your invoice
Before submitting your invoice, double-check that it includes all the necessary information and is free of errors. This can help prevent delays in payment processing.
By following these invoicing tips, NDIS service providers can optimise their invoicing process, leading to faster, more streamlined payments.
Thank you for joining us on this journey. Remember, your goals are our priority, and we’re here to guide you every step of the way. If you ever need assistance, clarification, or simply want to discuss your NDIS plan, don't hesitate to reach out. Our friendly team can be contacted on 1300 890 457 or support@inchoice.com.au.