Have you ever wondered what the life cycle of your invoice submissions looks like, or why it sometimes takes a little longer than expected?
If you are NDIS plan-managed, you can generally let your plan manager do the heavy lifting in this area. The way NDSP processes your provider invoices is relatively straightforward and takes very little input from you, the participant, unless corrections or approval is needed. We are proud to be able to say more than half of our claims are processed right away, and that our end of the process typically takes 0-3 days.
Let’s take a look at the NDIS invoice timeline and some common factors causing delays that you should be aware of as an NDIS (National Disability Insurance Scheme) participant.
How long does NDSP take to ‘pay’ NDIS providers?
Most payments to providers will be completed within 3-5 days of the invoice being submitted to NDSP. This includes our own pre-approval and approval from the NDIS.
However, the latest communications from the NDIA (National Disability Insurance Agency) indicates it will likely take 2-3 days for NDIS to release the funding. NDSP are unable to pay your service providers, or reimburse your out of pocket costs, until the NDIS release this funding. This means that it can now take up to 6 days from the time an invoice is submitted for your claim to be fully processed by all agencies involved.
The extended NDIS timeline does not impact NDSP’s performance or internal turnaround for prompt, accurate service. However, it means potentially more time for the entire end to end process as we wait for approval and release of funds to come back from the NDIS.
In the rare case of a delay, we will keep you updated on the progress of your funds.
Note: NDSP does not pay your providers; rather, we make sure they are paid promptly with the funds released by the NDIS. We act as a bookkeeper and custodian for the process – ensuring everything is correct, quick, and runs smoothly. This is why we rely on the NDIS releasing funds prior to settling any provider invoices.
How NDIS invoice processing works with us:
1. NDSP receives an invoice.
This should be sent via our email, invoices@ndsp.com.au. You should include whether this is an invoice or a reimbursement in the subject line, and submit the invoice itself as a PDF for the quickest possible processing time.
For providers: If the PDF invoice includes all mandatory information, you have been endorsed by the participant, and there is NDIS funding available for the service, the invoice will likely be sent to the NDIS directly – saving you time.
2. The invoice is processed by NDSP.
Should there be any need for manual intervention, the invoice will be loaded into the system for our consultants to review. Our dedicated staff review the invoice to ensure it meets the requirements of the NDIS and participant goals. Our system is constantly being upgraded and enhanced, and is able to read invoices across a multitude of platforms.
Once this has been done and approved it is sent to the NDIS. If no change is needed, this review stage need not happen.
Note: If a participant has invoice pre-approval set up, they will need to approve any invoices via the portal. Participants have up to five days to decline an invoice, otherwise it will be automatically approved to avoid delay in payment.
3. We send the invoice to the NDIS.
Approved invoices are sent to the NDIS by us automatically, twice per day, through PRODA (the NDIS system).
4. NDIS reviews the invoice/s, processes them and releases payment to us.
This can take up to 2-3 days on their end. Once the invoice has been sent to the NDIS, we are unable to do anything to make your claim go through their system faster.
It is important to note that NDIS are further reviewing all invoices and reimbursements submitted to them, which may result in further payment delays.
5. NDSP pays immediately to providers or participants once the NDIS has released the funds.
We process the funds right away once the claim has been approved by the NDIS, so you or your providers can be paid as soon as possible.
6. The recipient / provider is paid in 1-2 days depending on their bank.
What Impacts the NDIS Invoice Processing Timeline?
Though NDSP acts as quickly as possible (often exceeding expectations for our part of the process) there are a few factors which can slow claims down. These are external to NDSP and out of our control, but are worth knowing about to avoid any distress or confusion.
NDIA processing
While we can check on the status of your invoices, we have no control over the NDIS process. However, your claim will be paid out as soon as possible once it has come back from the NDIA.
Your banking institution
Typically banks will process payments during working hours, meaning you may need to wait until the next working day for payment to land.
The day of the week
The day we send your claim to the NDIA for approval can impact when they will send the payment file as they operate on working days only. For example, if we send it on Friday, it could be Tuesday before we receive it back from the NDIA.
Examples of how timing impacts NDIS invoicing:
- Anna’s funds are released to her on Tuesday evening after 6pm. They may appear in her account first thing on Wednesday morning.
- A provider’s payment is released on Friday after 6pm. It may not appear in their account until Monday, depending on their bank.
Do Participants Need to Do Anything?
As long as the information submitted by either yourself or your provider is correct, you should not need to do anything additional for processing claims.
We will let you know if there are any errors in the invoice needing attention, or if there is any extenuating circumstance which may cause delay.
NDSP Invoice Checklist for Participant Providers
In the interests of getting payments processed fast, make sure your invoices include:
- Your client’s full name and NDIS number
- A unique invoice number
- Dates of services provided
- Quantity and duration of services provided
- Brief description of the service
- Hourly/unit rate
- Total amount due
- Your ABN number
- Your payment details
To make things easy, you can submit your invoices via invoices@ndsp.com.au and add your client’s email in the CC field.
Make Invoicing Easier with Plan Management
Plan management with NDSP takes the stress out of the financial aspects of your NDIS plan, including making sure your providers are paid promptly.
We check your provider invoices for accuracy and any other potential issues before they go to the NDIS, which saves you time going back and forth if something wasn’t quite right.
Our plan managers have expert knowledge of the NDIS funding categories and how to make the most out of your budget.
See related:
- What is NDIS plan management (and is it right for me?)
- How to Choose the Best NDIS Plan Manager for Your Situation
With less time and effort worrying about the financial admin of your NDIS plan, you are free to focus on what’s truly important: Achieving your goals.
Choosing NDSP Plan Managers
As a trusted NDIS registered provider, NDSP provides an experienced plan management service helping NDIS participants across Australia. Our user-friendly online portal, Nappa, simplifies your journey:
- Real-time budget tracking to avoid spending too much or too little of your NDIS funds.
- Submitting invoices to the NDIS and viewing processed invoices.
- For support or questions, you can request a call back from our responsive team.
Try our free participant toolbox, a resource on our website where you can find information on all things NDIS.
74If you would like to know more about how NDIS plan management can remove a lot of stress and time-consuming admin, contact NDSP today and find out how we can support you on your NDIS journey.
