Invoice plan managers.
From your shifts.
Generate NDIS-compliant invoices straight from your shifts. NDIS support codes built in. Email plan managers from inside Clio. Built for independent support workers.
Compliant invoices, without the spreadsheets.
No more copying support codes off a PDF. No more re-typing what you already wrote in a shift. No more wondering if you've invoiced something twice.
How NDIS invoicing works when you work for yourself
Working as an independent support worker means you are running a small business, and getting paid is your job too. Nobody sends you a payslip. If the invoice is wrong, or late, or missing a support item number, it comes back to you and the money waits.
Most workers start with a spreadsheet or a free invoice template. That holds up for a handful of shifts a month. It stops holding up once you have several participants on different funding arrangements, different support item numbers, and different people to send the invoice to.
Who you invoice depends on how the plan is managed
There are three arrangements, and they change who receives your invoice and how quickly you are paid.
- Plan-managed. You invoice the participant's plan manager, who pays you from their NDIS funding. This is the most common arrangement for independent workers, and the reason your invoice needs to be tidy: a plan manager processes hundreds of them and will send back anything that is missing detail.
- Self-managed. You invoice the participant or their nominee directly, and they claim the money back from the NDIA. Payment usually comes faster, and the relationship is more personal, so a clear invoice matters just as much.
- NDIA-managed. Only registered providers can be paid for NDIA-managed supports, so most sole traders will not invoice for these unless they hold registration.
In practice you will often carry a mix. One participant plan-managed, another self-managed, each with a different contact to send to. Clio keeps the recipient details on the participant profile so you are not looking up an email address every time you invoice.
What belongs on the invoice
An invoice that gets paid without a follow-up email generally carries all of this:
- Your business name and ABN
- An invoice number and the date you issued it
- The participant's name and NDIS number
- The date each support was delivered, not just the month
- The support item number from the current NDIS Pricing Arrangements, for each line
- Hours or quantity, the rate, and the line total
- The total owed, and whether GST applies
- Your bank details, including BSB and account number
The support item number is where most invoices come unstuck. Rates change each financial year, and the code has to match the support you actually delivered. Clio carries the catalogue so you can search by description rather than reading a price guide PDF on your phone between shifts. If you just want to check a rate, the current limits are set out in our NDIS price guide for support workers.
GST and NDIS supports
Most supports delivered to an NDIS participant under their plan are GST-free, which is why many sole traders never charge GST at all. Registering for GST is generally only required once your turnover passes the ATO threshold. This is general information rather than tax advice, and worth confirming with your accountant for your own situation.
When an invoice template stops being enough
A downloadable invoice template is a reasonable place to start. The trouble is that everything on it is typed by hand, so the same shift details get entered twice, once in your notes and once in the invoice.
That is where the ordinary mistakes come from. A shift invoiced twice because there is no record of which ones are done. A shift never invoiced at all. A support item number copied from last year's rates. An invoice sent in March that nobody has chased in May because there is nothing tracking whether it was paid.
Invoicing software built for NDIS work removes the retyping. Your shifts are already in the calendar and your notes are already written, so the invoice is assembled from what exists rather than entered again. Tap a shift to invoice it, or batch a fortnight of shifts into one invoice, then send it and watch its status. If you would rather start from a blank invoice for work that never hit the calendar, that still works too.
Invoicing isn't the whole job. Clio isn't just invoicing.
Invoicing is one of six tools that come with every Clio account. Notes, shift calendar, expenses, reports, and tax summary are all in the same app. No second subscription. No double-entry.
See the full toolkit
One plan. 30 days free.
No credit card. No commitment. Cancel by doing nothing.
Every feature, every report type, every participant. No tiers. No upgrade gates. Nothing hidden behind a paywall when you finally need it.
- AI case notes — built on NDIS Practice Standards, with structure, goal linking, and incident detection
- Shift calendar — recurring shifts, status tracking, participant colour-coding, four views
- Invoicing & service agreements — NDIS support codes, compliant PDFs, email straight to plan managers
- Reports that write themselves — Plan Review, Goal Progress, Incident Summary, and Handover, generated from your notes
- Expenses and tax summary — snap receipts, FY-ready PDF for your accountant
- Your data, in Australia — encrypted, never sold, never used to train AI
- Per-participant fees
- Tiered plans (Basic / Pro / Enterprise)
- Setup or onboarding costs
- Annual contracts or lock-ins
- Surprise charges when you need a specific feature