When you use plan-managed NDIS funding, your providers send invoices to your plan manager for payment. You do not have to handle every payment yourself, but it is still useful to understand what you are being charged for. 

An invoice is a record of the support a provider says they delivered and the amount they are charging. Checking the details can help you spot mistakes early and understand how your funding is being used. 

What should an NDIS provider invoice include? 

An invoice should make it clear who provided the support, who received it, when it was delivered and how the total was calculated. Plan Manage Assist asks providers to include: 

  • The NDIS participant’s full name and NDIS number 
  • The provider’s name, ABN and contact details 
  • A unique invoice number and invoice issue date 
  • The date or dates the service was delivered 
  • A clear description of the support and the relevant NDIS support item 
  • The hours or units provided, the rate charged and the total amount 

PMA also asks providers to send invoices as PDFs and to issue a separate invoice for each participant. Providers can check the full PMA invoice requirements. 

What should you check on an invoice? 

Start with what you know about the support you received: 

  1. Service: Do you recognise the provider and the support listed? If you did not receive the service, ask about the charge. 
  1. Dates and hours: Do the dates, times and number of hours look right? Check your appointments or records if you are unsure. 
  1. Price: Does the rate match what you agreed with the provider? Depending on the support, you may also need to check the current NDIS pricing schedule. For an older service, check the pricing rules that applied when it was delivered. 
  1. Extra charges: If the invoice includes a cancellation, travel or other additional charge, check your service agreement and ask the provider to explain it if needed. 
  1. Duplicates: Has the same service already appeared on another invoice or funding report? 

You can read more about agreed services and charges in our article, NDIS Provider Service Agreements: Why They Matter. 

What if an invoice does not look right? 

Keep a copy of the invoice and note the detail you are questioning. Contact the provider to ask for an explanation or a corrected invoice. If Plan Manage Assist is your plan manager, contact our accounts team as soon as you notice a concern so we can check the payment status and discuss the next step with you. 

If you only notice the issue after payment, still raise it. Explain which charge you are querying and share any relevant appointment records or service agreement. How a correction is handled will depend on what happened. 

Keep track of your funding 

Your plan manager handles provider payments and keeps invoice records, but you should still check how your NDIS funding is being spent. Review your funding reports and ask about any entry you do not recognise. The NDIS says plan managers should provide a monthly report showing spending, remaining funding and whether funds are being used too quickly or too slowly. 

For more tips, read Why You Must Monitor Your NDIS Funding Balance. 

Frequently asked questions 

Do I have to pay a provider invoice myself if my funding is plan-managed? 

For supports covered by your plan-managed funding, your provider normally sends the invoice to your plan manager for payment. Ask your plan manager before paying an invoice yourself if you are unsure how a particular expense should be handled. 

What if I do not recognise a charge? 

Ask the provider what the charge relates to and contact your plan manager promptly. Share the invoice number, service date and the detail you are querying. 

Can I still check my spending if a plan manager pays my providers? 

Yes. You can review the reports from your plan manager and check your available funding through the relevant NDIS participant portal or app. 

Questions about an invoice? 

At Plan Manage Assist, we can help you understand the invoices and payments associated with your plan-managed funding. If something does not look right, get in touch with our team. 

Call: 1300 199 960 

Invoice enquiries: accounts@planmanageassist.com.au 

Website: www.planmanageassist.com.au