What is Self-Managed Invoicing?
Self-managed invoicing is when an NDIS provider sends their invoice directly to the participant. The participant is responsible for paying the invoice, either by claiming the funds from the NDIS portal first or by paying from their own pocket and claiming reimbursement later.
The Verdict: Is Self-Management the easiest path for you?
Best for: Providers who want immediate payment and the freedom to negotiate rates outside the strict NDIS Price Guide, and for participants who want total control over their budget.
The Reality: While you have more freedom, you also have more “collection” responsibility. Unlike Plan Managers who have a professional accounts team, your “Pay and Claim” clients are often managing their own life admin. If your invoice is confusing or missing an ABN, they get stuck in the portal, and you get stuck waiting for your money.
The Bottom Line: Self-management is great for cash flow (if you use instant payment links), but it requires a high level of professional clarity. Use Sole to send invoices that are “Portal-Ready”—making the reimbursement process so easy for your client that they never hesitate to pay you on time.
Invoicing Self-Managed NDIS Participants
Dealing directly with your clients? Here is how to create professional invoices that make it easy for them to claim and pay you.
How Self-Managed Participants Pay You
- Method 1: Pay and Claim (Most Common): The participant pays you immediately (using their own funds), then uploads the receipt to the NDIS portal to get reimbursed.
- Method 2: Claim and Pay: The participant uploads your unpaid invoice to the portal, waits 24-48 hours for the NDIS to deposit funds into their bank account, and then pays you.
Always agree on payment terms (e.g., 7 days) upfront so they have time to claim the funds.
What Self-Managed Invoices Must Include
- Clear Business Details: Your ABN is critical. If you don’t have an ABN, they may need to withhold 47% tax (unless you have a “Statement by Supplier”).
- “Tax Invoice” Label: Essential for their reimbursement.
- Service Description: Keep it simple. Instead of just “Item 01_011…”, write “Community Access Support – Tuesday 12th Jan.”
- Total Amount Due: Clearly highlighte
- Payment Options: Bank details (BSB/Acc) or a “Pay Now” link if you use software like Sole.
Can I Charge More Than the NDIS Price Limit?
Yes. Self-managed participants are not strictly bound by the NDIS Price Guide limits. They can choose to pay a higher rate for a specific provider if they wish.
However: They only have a set budget. If you charge double the standard rate, their funding will run out twice as fast. Most providers stick to the NDIS Price Limits to remain competitive.
How to Accept Payments
- Bank Transfer: Standard method, but can be slow.
- Mobile EFTPOS: Good for “Pay and Claim” clients who pay on the spot.
- Sole App Invoicing: Send an invoice with a digital payment link so they can click and pay instantly via card.
Look Professional with Sole
Don’t send messy text messages asking for money. Send a professional PDF invoice that makes it easy for your client to upload to the my place portal.
Self-Managed NDIS Billing: Frequently Asked Questions
What happens if I don’t have an ABN?
If you are a hobbyist or fall under certain ATO categories, you may not have an ABN. In this case, you must provide your client with a “Statement by a Supplier” form. Without this, your client is legally required to withhold 47% of your payment for the ATO. Most professional providers find it much simpler to register for a free ABN to avoid this paperwork.
Can I charge a “Self-Managed” client more than the NDIS Price Limit?
Yes. Self-managed participants have the flexibility to negotiate rates above the NDIS price caps. However, the NDIS will only reimburse them up to their total budget. It is vital to have a signed Service Agreement that clearly states your higher rate so there are no surprises when they try to claim the funds back.
How long should I give a client to pay?
For “Claim and Pay” clients, a 7-day term is standard. This gives them 24–48 hours to upload your invoice to the myplace portal and receive the funds into their bank account before they need to pay you. For “Pay and Claim,” many providers require payment on the day of service.
What is the “my NDIS” app and how does it affect my invoices?
Participants use the my NDIS mobile app to make claims. They often need to upload a photo or PDF of your invoice. If your invoice is handwritten or messy, the app’s “Scan” feature may fail, delaying their reimbursement. A clean, digital PDF from Sole ensures their claim is processed by the NDIA within 1–2 business days.
Do I still need to use NDIS Support Item Codes?
While not always strictly mandatory for self-managed claims (a simple description is often enough), including the Item Code makes the participant’s life much easier. It tells them exactly which “budget bucket” to claim from in their portal, reducing the risk of them accidentally spending their therapy budget on core supports.
What if my client forgets to pay me after they get reimbursed?
This is a common risk with “Claim and Pay.” To mitigate this, use Sole’s automated reminders. If an invoice remains unpaid after 7 days, the app can send a friendly nudge to the client, reminding them to check if the NDIS funds have landed and to complete the transfer to you.