NDIS / DVA Invoicing

DVA Quick Docs

NDIS Quick Docs

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DVA Payment Types

DVA stands for the Department of Veterans' Affairs, a government program that provides support to eligible members of the military community. As part of their services, DVA allocates annual funding for household tasks such as window cleaning, house cleaning, and gardening.

DVA Invoicing Methods

1. Via the Government PUP (Provider Upload Page)

   If the client is billed through the PUP, a TRN (Transaction Reference Number) will be listed in their client notes.

2. Directly to a DVA Service Manager

   If the client is billed via a service manager, their customer profile inside the JMS will usually include an email address and specific billing instructions.

Key DVA Identifiers You May Encounter

• DVA File Number — A unique identifier for each DVA client (e.g. WSM26138). This must be included on all PUP-submitted invoices alongside the client's name.
• TRN (Transaction Reference Number) — Used specifically for PUP billing. This number must be listed in the reference section of every invoice.
• CRN (Claim Reference Number) — Rarely required unless you're working with non-DVA government systems (e.g. Centrelink or MyGov).

Important Notes

• These identifiers are only relevant for clients billed through the PUP.
• If a DVA client has no TRN or file number attached to their profile, they're most likely plan-managed.
• Always check past invoices or confirm with management if you're unsure.

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NDIS Payment Types

NDIS stands for the National Disability Insurance Scheme, a government initiative that provides funding to Australians with a permanent and significant disability.

NDIS Invoicing Methods

There are three main ways NDIS participants may have their funding managed:

1. Self-Managed

   • The participant manages their own funds and pays you directly.
   • You issue an invoice to the participant, and they handle payment (usually via bank transfer).
   • Self-Managed participants are not exempt from GST.

2. Plan-Managed

   • A third-party plan manager handles invoices and payments on behalf of the participant.
   • You send invoices directly to the plan manager using the details provided in the client's profile (usually includes a name, email, and invoice reference), or through an upload portal.
   • Plan-managed participants are exempt from GST.

3. NDIA-Managed (Agency Managed)

   • The National Disability Insurance Agency (NDIA) pays providers directly via the MyPlace Provider Portal.
   • To use this method, you must be a registered NDIS provider and submit claims through the portal.
   • We currently don't use this method as we're not NDIS registered.

Key NDIS Identifiers You May Encounter

• NDIS Number — A unique number assigned to each participant. This may be required by some plan managers or when submitting claims through the NDIA portal.
• Invoice Reference / Participant Reference — Provided by some plan managers for tracking and reconciling payments.
• Plan Manager Contact Details — Crucial for invoicing and payment follow-up if the participant is plan-managed.

Important Notes

• Always check the participant's plan type before invoicing to ensure you're sending it to the correct party.
• NDIS payments can take anywhere from 2 to 14 business days, depending on the funding arrangement and plan manager. Always allow up to 7 days from the due date for payments.
• Always put the NDIS household services code in every invoice.
• Ensure you are billing at the NDIS hourly rate in invoices for plan-managed/agency-managed participants. This is not required for self-managed.