NDIS optimisations for invoices

If you’re invoicing NDIS participants through Solo, you’ve probably bumped into the reality that: 

• Plan managers and portals can be very picky about how info is laid out and what info must be included. 
• But you might have also noticed that Solo’s got the right mix of flexibility and features to meet these precise expectations. 

This post breaks down what you can customise, why you’d want to do that, and gives some practical tips to make NDIS invoicing smoother (including Saved notes and Copy invoice from release 7.7). 

Small tweaks, big impact 

Keeping your information on invoices up-to-date and complete is a must for NDIS compliance. When you need to update things, head to: 

More → Invoice settings 

• Payment details (bank account & PayID) 
  Control whether direct deposit (BSB/Account) and PayID appear on your invoices and edit them as needed. Clear, correct EFT details are critical for plan managers to pay you on time. 
• Invoice template → Contact details 
  Keep your legal/trading name, ABN, address and contact email aligned with what NDIS plan managers and portals have on file. This reduces “who are you?” friction when claims are reviewed. You might also like to add your NDIS Provider number next to your business name. 
• Invoice email settings →  
  • Reply‑to email address 
    Choose which inbox gets replies to invoice emails. Routing this to a monitored admin/support address means approval questions and re-issues don’t disappear into a personal inbox. 
  • From name on invoice emails 
    Set the name that invoice emails are “sent from” – e.g. your business name instead of just your personal name – so plan managers and support coordinators recognise you straight away. 

For a full walkthrough of where these settings live and how to change them, see: 
Invoice settings – Solo Help Centre 

Pro tips 

Use a consistent pattern for your services/products 

For service items on each invoice, include (in the same order every time): e.g.  Participant name and recipient number (if invoicing for multiple recipients on the one invoice) → Support item code → Service date(s). This makes it much easier for plan managers and portals to scan and approve. 

Use the Saved notes feature for standard NDIS wording 

Turn your common phrases into reusable notes – for example: 

• Travel (incl. km and time) 
• Non‑face‑to‑face time 
• Report writing 
• Cancellation wording 

Then insert these Saved notes into invoices instead of re‑typing or copy‑pasting, so your NDIS wording stays consistent and compliant. 

Use the Copy invoice feature for recurring NDIS work 

When you invoice the same participant/plan manager regularly, copy the last “good” invoice and just update: 

• Service dates 
• Units/quantities 
• Any session‑specific notes 

This cuts admin time and avoids accidentally changing a format that a plan manager already understands and accepts. 

GST: getting your settings locked in 

Most NDIS supports are GST‑free, but many Solo users also bill non‑NDIS work where GST does apply. Solo lets you choose how GST behaves on invoices via 

Invoice settings → Tax display: 

• Include GST – the price you enter already includes GST. 
• Add GST – Solo adds GST on top of the price you enter. 

If you’re registered for GST, it’s worth taking a few minutes to line up: 

• Your global GST settings (categories) 
• Your invoice‑level Tax display 
• Your item‑level tax codes 

Did you know? Solo let's GST-registered businesses create and save items with the tax-code N-T (not-taxable), and these can be used for NDIS work.  For a deeper dive (with scenarios and screenshots), check out: GST your way – learn about your new pricing superpower 

 

With the right settings, a consistent pattern in your notes, and the new Saved notes + Copy invoice tools, you can get much closer to what plan managers and portals expect while keeping your admin time in check.