CordoCare
Back to Blog
Guide
16 March 2026
9 min read

NDIS Invoicing Guide: Agency Managed, Plan Managed, and Self Managed Explained

Master NDIS invoicing across all three management types. BPR format guide, common mistakes, and automation tips for faster payments.

By CordoCare Team
Share:LinkedInTwitter
Table of Contents

NDIS invoicing can be confusing with three different management types, varying payment processes, and strict formatting requirements. Getting it wrong delays payments, creates administrative headaches, and strains provider relationships.

This guide simplifies NDIS invoicing across all management types, helping you get paid faster and avoid common pitfalls.

Understanding the Three Management Types

Agency Managed (NDIA Managed)

Who pays: NDIA directly
Payment method: PRODA portal submission
Payment timeframe: 5-10 business days
Requirements: BPR format, registered provider

Plan Managed

Who pays: Plan management provider
Payment method: Direct invoice to plan manager
Payment timeframe: 7-14 business days
Requirements: Standard invoice format, service agreements

Self Managed

Who pays: Participant or their nominee
Payment method: Direct invoice to participant
Payment timeframe: Variable (participant dependent)
Requirements: Clear invoice, agreement on payment terms

Agency Managed Invoicing (PRODA/BPR Format)

What is BPR Format?

BPR (Bulk Payment Request) is the mandatory CSV format for invoicing agency-managed participants through the PRODA portal.

BPR File Structure

Required Fields (in exact order)

  1. ParticipantNumber
  2. SupportItemNumber
  3. ClaimType
  4. DateOfSupport
  5. Hours
  6. KilometersValue
  7. Units
  8. DurationHours
  9. GrossAmount
  10. TransportType
  11. ParticipantName
  12. SupportDescription
  13. WorkerName
  14. CancellationReason
  15. ProviderTravelTime
  16. ProviderTravelKm
  17. WorkerTravelTime
  18. WorkerTravelKm
  19. WorkerTravelAmount
  20. NonFaceToFaceHours

BPR Example Row

ParticipantNumber SupportItemNumber ClaimType DateOfSupport GrossAmount
12345678901 07_013_0116_1_3 I 2026-03-15 193.59

Common BPR Errors

Date Format Errors

Use YYYY-MM-DD format only. 15/03/2026 will be rejected.

Support Item Code Errors

Must match current NDIS price guide exactly. Check for recent updates.

Amount Calculation Errors

GrossAmount must equal (Hours × Rate) + Travel + Other charges exactly.

Support Coordination Specific Invoicing

Support Item Codes for Support Coordinators

Service Support Item Rate (2025-26) Unit
Support Coordination Level 1 07_013_0116_1_3 $193.59 Hour
Support Coordination Level 2 07_013_0116_2_3 $228.38 Hour
Support Coordination Level 3 07_013_0116_3_3 $263.16 Hour
Support Coordination Travel 07_013_0136_1_3 $1.08 Kilometre

Claiming Travel Appropriately

Travel can only be claimed when:

  • Face-to-face meeting is essential for service delivery
  • Travel is beyond your normal service area
  • Remote delivery is not appropriate for participant needs
  • Travel is reasonable and necessary for the session

Travel Claiming Rules

  • Only claim travel from your base to participant location
  • Maximum 2 hours travel time per participant per day
  • Cannot claim travel between multiple participants on same day
  • Must document why face-to-face meeting was necessary

Plan Managed Invoicing

Standard Invoice Requirements

Plan managers typically accept standard business invoices with:

Required Invoice Elements

  • Your business details (name, ABN, address)
  • Participant name and NDIS number
  • Service dates and descriptions
  • Hours provided and rates charged
  • Support item codes (if requested by plan manager)
  • Invoice number and date
  • Payment terms (usually 30 days)
  • GST breakdown if applicable
Plan Manager Payment Terms Invoice Method Special Requirements
Plan Partners 7-10 days Email Support item codes required
LinkAssist 14 days Portal Online registration required
My Plan Manager 7 days Email/Portal Detailed service descriptions

Self Managed Invoicing

Building Payment Relationships

Self-managed participants have complete control over payment timing and methods. Success requires:

  • Clear service agreements: Document payment terms upfront
  • Regular budget updates: Help participants track spending
  • Flexible payment options: Accept bank transfer, cheque, or cash
  • Payment reminders: Polite follow-up systems

Self-Managed Invoice Template

Simple Invoice Format

[Your Name/Business]
ABN: [Your ABN]
[Your Address]

Invoice #: 2026-001
Date: 15 March 2026
To: [Participant Name]
NDIS Number: [Number]

Support Coordination Services
March 1-15, 2026
3.5 hours @ $193.59/hour = $677.57
Travel: 45km @ $1.08/km = $48.60

Total: $726.17 (GST Free)

Payment due: 30 days
Bank details: [Your details]

Automation and Technology

Practice Management Integration

Modern systems can automate much of the invoicing process:

CordoCare Invoicing Features

  • Auto-generate invoices from case notes
  • BPR CSV export for PRODA submission
  • Support item code auto-selection
  • Travel calculation and compliance checking
  • Invoice templates for all management types
  • Payment tracking and overdue reminders
  • Integration with accounting software

Time-Saving Workflows

Weekly Invoicing Routine

  1. Review all case notes for the week
  2. Verify participant management types
  3. Generate invoices in appropriate formats
  4. Submit agency-managed via PRODA
  5. Email plan-managed invoices
  6. Post/deliver self-managed invoices
  7. Update payment tracking system

Common Invoicing Errors and Solutions

1. Management Type Mix-ups

Error: Sending BPR format to plan manager

Solution: Always verify management type before invoicing

2. Outdated Price Guide Rates

Error: Using 2024-25 rates in 2025-26 financial year

Solution: Subscribe to NDIS price guide updates

3. Invalid Support Item Codes

Error: Using generic codes instead of specific support coordination codes

Solution: Use correct level-specific codes (Level 1, 2, or 3)

Payment Tracking and Follow-up

Payment Monitoring System

Invoice Status Timeframe Action Required
Submitted 0-7 days Monitor for processing
Overdue 7-14 days Polite follow-up email
Significantly overdue 14+ days Phone call + formal notice

Follow-up Email Templates

Polite Reminder

"Hi [Name], I hope you're well. I wanted to follow up on invoice #2026-001 for support coordination services provided to [Participant]. The invoice was sent on [Date] and payment was due on [Due Date]. Please let me know if you need any additional information or if there are any issues I can help resolve. Thank you for your prompt attention to this matter."

Financial Management Tips

Cash Flow Planning

  • Diversify management types: Don't rely solely on one payment method
  • Weekly billing cycles: Regular invoicing improves cash flow
  • Payment terms clarity: Set expectations upfront
  • Emergency fund: Maintain 2-3 months operating expenses

Record Keeping Requirements

  • Invoice copies: Digital and physical backups
  • Payment confirmations: Bank statements and receipts
  • Service documentation: Case notes supporting billed hours
  • Tax records: GST calculations and annual summaries

Pro Tip: Batch Processing

Process all invoices for the same management type together. This reduces errors and creates efficient workflows that save time each week.

Efficient NDIS invoicing is crucial for practice sustainability. The right systems and processes ensure you get paid fairly and promptly for the valuable support coordination services you provide.

Ready to automate your NDIS invoicing?

CordoCare generates accurate invoices in all required formats from your case notes, handles BPR exports, and tracks payments automatically. Try it free for 14 days and see how much time you can save on admin work.