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Tips, Tricks & Essentials

No matter if you’re a large provider or a sole trader, getting paid for your services in a timely manner matters, and we hear you!

So we sat down with our accounts ninjas and put together a list of things to include on your invoice so that you can sit back, relax and let the process go smoothly & quickly without too many bumps in the road.


What to include on your invoice:
  • Your business name & ABN
  • Bank details – save some emails back and forth and pop them on your invoice
  • Your phone number and email address – how we can reach you is important, plus we send a remittance advice to let you know when we make a payment for your invoice
  • Invoice number – number one tip here is to make sure you don’t use the same number twice! Most invoicing systems automatically number your invoices, but if you’re doing it manually, be sure not to repeat a number. It’s also handy to pop your business or personal initials before the number if you can, to make your invoice unique (eg. PT001). As you can imagine, we process thousands of invoices, so you can sure ‘007’ has probably been used before!
  • Dates – romantic, edible and timely. Always include the date of issue on your invoice and the date(s) you delivered the service.
  • Participant name & NDIS number (if known) – this must be the person with the NDIS plan, not Mum or Dad or the Plan Manager. Even if the participant is under 18yrs, if it’s their NDIS plan, then you invoice in their name.
  • Describe the service – Use the K.I.S.S principle – Keep. It. Simple. Sally. No essays necessary, just be nice and clear. For example, ‘Assistance at Home’, ‘Cleaning’ or ‘Occupational Therapy’
  • The number of hours/units and what price per hour/unit (must be under NDIS price guide rates). If you haven’t read our favourite document, you can check out the NDIS price guide here. 
  • Invoice Total including GST (if being charged) – our accounts ninjas will work this out very quickly, but just to be sure we pay you the right amount, it’s best to include on your invoice.

Format Hacks
– PDFs vs Links

It’s no secret that most organisations use an invoice reader as a part of their processing system to give their accounts teams a head start. Sending your invoice as a PDF attachment usually pops you straight into what we call the ‘automagic’ processing queue (love that), allowing the invoice reader to grab the information from your invoice and put it straight through for checking with accounts.

But, and we all knew that was coming, if you send your invoice as a link in email, it puts you in the manual processing queue. While at Plan Tracker, this doesn’t slow you down much, because we like to get everyone paid as quickly as humanly possible, it maybe knocks 10km/h off that ‘you’ve been paid’ alert we all know & love.

The good news – if your accounting software sends your invoice as a link in email, it will most likely offer a PDF of the invoice as an attachment – Click Yes! Tick that box! Check that mark! Whichever applies. And if you get stuck or are unsure, ask your software provider for a hand.


If you are supporting a Participant who is Plan Managed, we have a page made just for you. Check out our ‘Information for Providers’ page here or give us a call 1800 549 670.

Important Note – It’s important always to seek independent financial advice from your accountant or financial advisor.

Prefer to speak with someone? 
Chat with our team.

Whether you’re looking for an NDIS Plan Manager for yourself or a loved one, have a question or would like to refer a participant, our friendly team are here to help!

Call us today 1800 549 670


Plan Management,
made easy.

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What our customers say

Easy to contact and pays on time. Very friendly too. Couldn’t ask for any other Plan Manager.

“Plan Tracker have been amazing. Finally I’ve had a smooth experience, no stress, they are super fast with communication and so helpful. And their app is great, plus the fact that I get sent weekly budget updates… I wouldn’t hesitate in recommending Plan Tracker to everyone.”

“Highly recommended. Friendly team, awesome prompt communication and pay invoices really fast. All of my service providers give great feedback on how fast their invoices are paid. If you’re looking for a good plan manager then sign up with these guys.”

The best thing we did was use Plan Tracker. Excellent support and fantastic at all things NDIS. Plan Tracker has taken the worry away. Thank you.

“I got a new Plan Manager called Plan Tracker and in two weeks, we have everything delivered that we’ve been requesting for 10 months.”

I would like to refer my first customer to Plan Tracker.

Webinar Replay:
Year in Review & What's New in '22

Recorded 13 December 2021

Presented by Plan Tracker – Plan Management

Grab a cuppa and catch up on our most recent session A Year in Review, where we discussed the events that took place in 2021, the latest NDIS Quarterly Report and the Improving Support Coordination for NDIS Participants paper.

Feel free to share with friends & colleagues!

Questions? Get in touch!

Plan Tracker is a registered NDIS Plan Manager supporting participants throughout Australia.
Self-managing? Check out our Self Management App & Training.

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Whether you're looking for a Plan Manager for yourself or a loved one, have a question or would like to refer a participant, our friendly team is here to help!

Call us today 1800 549 670