Self-managed NDIS supports are invoiced to the participant or nominee, who claims from the NDIA. Private clients are invoiced at your own rates from a rate card. Both can pay online with a payment link.
Before you begin
- For self-managed: the plan is recorded as Self-managed.
- For private clients: a private rate card is active and assigned, or a private hourly rate was entered at intake.
- The participant or payer has an email address.
Set up private rates
- Go to Billing → Pricing Schedule and open the Rate cards tab.
- Select New rate card. Enter a Name, choose Payer kind Private and the GST treatment (GST free, GST inclusive or GST exclusive (added)).
- Add items with a Code, Name, Unit and Rate, then save. The card is a draft.
- Select Activate. The card applies from tomorrow.
- Select Assign, choose Participants (or A payer), pick them, set From and save.
Invoice and send
- Generate invoices with Participant, Nominee or Private ticked under Payers. For one-off charges, select New invoice on Billing → Invoices and choose Rate card item (private, DVA, insurer, Support at Home).
- Open each draft, check it and select Approve.
- Select Send invoice, check To and select Send with PDF.
Rate cards tab with a Private rate card showing items, rates and the Activate and Assign buttons
Let them pay online
- On a sent invoice with a balance, open More and choose Payment link.
- Copy the link and send it. The payer can pay by card or direct debit; paid invoices update automatically.
- To stop a link working, choose Cancel link. New link creates a fresh one and stops the old one.
Tips
- Self-managed participants pay you and then claim from the NDIA themselves, so the invoice carries the NDIS support items and prices.
- If a private client can’t pay in one go, set up a payment plan (see Recording payments and payment plans).
If something goes wrong
Rate card is active: create a new version to change rates.
Rates on an active card can’t be edited. Select New version, change the rates on the draft copy and activate it.
Already has a card.
A participant can have only one card of each payer kind at a time. End the old assignment or set the new one’s From date after it.
Payment link is missing from More.
Payment links are for non-NDIA invoices that have been issued and have a balance, and need online payments switched on in Settings → Integrations.