NDIS Accounts & Invoicing Support
NDIS billing is complex — multiple funding types, strict price limits and a portal that rejects on the smallest error. Sahajilo handles claims, invoicing and reconciliation so your cash flow stays healthy and your records stay clean.
Sound Familiar?
Billing challenges that slow NDIS providers down
- NDIS portal claim rejections delaying cash flow and requiring time-consuming rework
- Invoices sent without checking against the current NDIS Pricing Arrangements — risking over-billing
- Reconciling plan-managed, agency-managed and self-managed participants across one workflow
- Month-end close delayed by unresolved invoicing discrepancies and unapplied payments
- Finance team overwhelmed by volume during peak claim and plan renewal periods
- Participants approaching plan budget limits with no early warning in place
What We Do
Accurate NDIS billing from claim to reconciliation
Claims Preparation & Submission
- Prepare and batch-check NDIS portal claims before submission
- Apply correct support category codes and price limits from the current Pricing Arrangements
- Identify and resolve rejection errors — resubmit with corrections promptly
- Manage agency-managed (NDIA-managed) and plan-managed claims in parallel
- Verify service delivery dates and provider registration against claim line items
- Maintain a claims log with submission dates, status and payment received
Invoicing & Accounts Receivable
- Generate and send compliant invoices to plan managers and self-managed participants
- Ensure every invoice references the correct support item number and funding period
- Follow up overdue invoices with professional, timely communication
- Maintain a clean accounts receivable ledger with detailed aging analysis
- Align invoiced amounts to signed service agreements — flag any discrepancies
- Track cancellation and non-face-to-face (NF2F) billing correctly per NDIS rules
Reconciliation & Variance Management
- Reconcile NDIS portal payments against submitted claims and bank deposits
- Investigate and resolve variances before they escalate into write-offs
- Produce monthly reconciliation summaries for your finance team
- Flag plan budget utilisation issues — participants approaching limits or underspending
- Track write-off trends and identify systemic billing process gaps
- Manage credit notes and refunds to plan managers accurately
Reporting, Compliance & Support
- Monthly accounts receivable and billing performance dashboards
- NDIS Pricing Arrangements update impact assessments with action items
- Clean billing records and documentation for NDIS compliance requirements
- Custom reports by participant, support category, program or funding type
- Service agreement utilisation reports to inform support coordination
- End-of-financial-year summaries for board reporting and external review
Our Process
How we run your billing cycle
Billing Compliance & Setup
We review your current billing workflows, identify gaps and map your participant funding types. We establish access to your NDIS portal, finance system and relevant platforms.
Process & Template Design
We build billing checklists, invoice templates and reconciliation schedules tailored to your service mix — SIL, community access, allied health, support coordination and more.
Weekly & Fortnightly Billing Cycles
Claims are prepared, checked against the Price Guide and submitted on your agreed schedule. Rejections are resolved same-day where possible and escalated with recommended actions.
Monthly Close & Reporting
Each month we deliver a reconciliation summary, AR aging report and billing performance snapshot — giving your leadership team clear visibility over revenue and cash flow.
Outcomes
Results our clients see
98%
First-pass claim accuracy
5 days
Faster average payment cycle
Zero
Missed Price Guide updates
Strong
Compliance-ready records
How the money flows
Service bookings, claims and payment — explained
One of the most common NDIS billing failures is submitting claims without an active service booking, or mixing up plan-managed and NDIA-managed workflows. Here's how the money actually moves — and where providers most often go wrong.
Create a service booking
Before claiming, a service booking in the NDIS myplace portal must reserve funds from the participant's plan. A claim submitted without an active booking will be rejected.
Deliver and record the support
Record delivery against the booking — support worker, date, duration and support item must align precisely with what was booked and what the service agreement states.
Submit a payment request
Once delivered, submit a payment request via bulk upload CSV or manually through myplace. NDIA-managed claims typically pay within 3–5 business days of approval.
Reconcile and re-book
Match payments against claims. Monitor remaining booking balances and create new service bookings before funds are exhausted — interrupted bookings stop all payment.
Funding management types — what changes for billing
NDIA-Managed (Agency-Managed)
Claim via NDIS myplace portal — direct portal submission or bulk upload CSV
Payment timeline
Payment typically within 3–5 business days of NDIA approval
Key note
Strict price limits enforced; provider must be NDIS-registered for the support category being claimed
Plan-Managed
Invoice sent directly to the participant's registered plan manager
Payment timeline
Plan managers are required to pay within 5 business days of receiving a valid invoice
Key note
Provider does not need to be NDIS-registered; NDIS price limits still apply; plan manager acts as intermediary
Self-Managed
Invoice sent directly to the participant or their plan nominee
Payment timeline
Payment at participant's discretion — no legislative timeframe; follow up promptly
Key note
Provider does not need to be NDIS-registered; prices can be negotiated above NDIS price limits
Frequently Misclaimed
Cancellations, no-shows and non-face-to-face billing
These three billing areas generate the most errors, disputes and compliance findings for NDIS providers. Getting the codes and conditions right — consistently — requires systematic process, not ad-hoc judgement.
Short notice cancellation
Participant or their representative cancels within 7 clear business days of the scheduled support
What you can claim
Provider can claim up to 100% of the agreed support fee (subject to your service agreement)
Billing note
Use the NDIS short notice cancellation support item code
No show
Participant fails to attend or is unavailable at the time and place of the scheduled support
What you can claim
Provider can claim up to 100% of the agreed support fee for the scheduled period
Billing note
Use the NDIS no show support item code — not the standard delivery code
Non-face-to-face (NF2F)
Work done in relation to a participant's supports that doesn't involve direct contact — e.g. report writing, case conferencing
What you can claim
Claimable under specific NF2F support item codes within the relevant support category
Billing note
Not all support categories allow NF2F billing — check the Pricing Arrangements
Expertise
Support categories we bill across
Each NDIS support category has its own claiming rules, price caps and documentation requirements. We know the nuances that catch generic billing staff out.
Daily Activities (Core)
Highest volume — personal care, domestic support, community participation
Transport (Core)
Often underclaimed; strict daily/weekly/annual price limits apply
Consumables (Core)
Low-touch but requires itemised invoicing and catalogue alignment
Assistance with Social Life
Group-based and individual; ratio billing rules apply
Support Coordination
Strict time-recording requirements; separate plan budget line
Improved Living Arrangements
SIL / SDA — highest per-participant value; complex claiming rules
Improved Daily Living
Allied health and therapy — often plan-managed; assessment reporting required
Prevention
Why NDIS claims get rejected — and how we prevent it
Claim rejections are the single biggest cause of delayed cash flow for NDIS providers. Every rejection requires manual investigation, correction and resubmission — often days later.
Common rejection
Incorrect support item number
How we prevent it
We cross-reference every line item against the current Pricing Arrangements before submission
Common rejection
Price exceeds current price limit
How we prevent it
We apply the latest price caps automatically and flag any rate changes needing service agreement updates
Common rejection
Service delivered outside plan dates
How we prevent it
We verify delivery dates against participant plan periods before every claim batch
Common rejection
Provider not registered for that support category
How we prevent it
We maintain a current registration record and alert you before claiming an unregistered category
Common rejection
Duplicate claim submission
How we prevent it
Our claims log tracks all submissions with unique identifiers to prevent duplicate processing
Proactive budget utilisation tracking
One of the most financially damaging issues for NDIS providers is participants whose plan budgets expire before all funded supports have been delivered. Undelivered services represent lost revenue — and often reflect a coordination gap that could have been caught earlier.
Sahajilo tracks budget utilisation across your participant caseload and provides early warnings when a participant is under-utilising their plan. This allows your support coordinators or service managers to intervene — adjusting service delivery to ensure the participant receives their full entitlement before the plan period ends.
We also flag participants approaching their funding limit so you're never in the position of delivering services that can't be claimed because the plan budget is exhausted.
Example dashboard — illustrative
FAQ
Common questions
Stop letting billing errors erode your revenue
Let Sahajilo handle your NDIS accounts and invoicing so your finance team can focus on strategic decisions — not chasing rejections.
Book a Free Consultation