NDIS Provider Rules
When people hear the phrase “NDIS provider rules”, it can sound like something only providers need to worry about.
In reality, provider rules are the NDIS rules that control how providers can charge your plan — including cancellations, travel, pricing, service agreements and invoices.
These rules directly affect:
What your NDIS funding can be charged for
Whether an invoice can be paid
How quickly payments are processed
When they aren’t clearly explained upfront, people often only discover them when something goes wrong. This article explains the key provider rules that apply to you and your NDIS plan.
NDIS cancellation rules explained (2025–2026)
A common question is:
“Can NDIS providers still charge if a support didn’t go ahead?”
Under the NDIS Pricing Arrangements and Price Limits 2025–26, providers may charge a short-notice cancellation — but only if strict conditions are met.
Standard cancellation notice periods
In most cases, the following notice periods apply:
7 days’ notice
Applies to most individual supports, including:Support workers
Therapy (speech therapy, OT, psychology, behaviour support)
Other one-to-one supports
2 business days’ notice
Applies to many group-based supports, where the provider is delivering services to multiple participants at once.
If a cancellation happens inside these notice periods, the provider may be allowed to charge only if:
The cancellation policy is clearly written into the service agreement
The provider could not reasonably fill the cancelled time
The charge follows NDIS price limits
If the correct notice is given, the provider cannot charge your plan.
For a deeper explanation, you can link here:
Read more: NDIS cancellation rules explained
Provider travel charges: what’s allowed (and what isn’t)
Provider travel is another area that causes confusion.
Some providers can charge for travel time and costs, but it must follow NDIS rules. Travel charges:
Must be agreed to in advance
Are capped under NDIS pricing rules
Must be directly related to delivering your support
Travel should never be a surprise on an invoice.
For a clear breakdown of how much providers can charge, link here:
Read more: How much can NDIS therapy providers charge for travel?
NDIS price limits still apply (even with unregistered providers)
If your plan is plan managed, NDIS price limits apply, even when a provider is unregistered.
This means:
Providers cannot charge above the NDIS price limit
Invoices that exceed the limit may be rejected or only partly paid
When pricing isn’t discussed upfront, this can leave participants feeling stuck between the provider and the NDIS system. Confirming rates early helps avoid this.
Why NDIS service agreements actually protect you
Many people feel hesitant about signing a service agreement because they worry it locks them in.
In practice, a service agreement exists to protect you as the NDIS participant.
A good service agreement clearly explains:
What support is being delivered
How often it’s delivered
How much it costs
Cancellation notice periods
Travel charges
How changes, pauses or exits are handled
This protects you by:
Preventing unexpected charges
Setting clear boundaries
Giving you something to rely on if there’s a dispute
If something isn’t written in the agreement, it’s much harder for a provider to enforce it later.
For a full explanation, link here:
Read more: NDIS service agreements explained
What makes a valid NDIS invoice?
Even when a support is reasonable and necessary, it can’t be paid unless the invoice meets NDIS requirements.
A valid NDIS invoice must include:
Provider name and business details
ABN (if applicable)
Participant name
Date(s) the support was delivered
A clear description of the support provided
The NDIS support item or category
Cost per unit and total amount
Confirmation the support was delivered (not just scheduled)
Invoices are often delayed or rejected when:
Dates of service are missing
Descriptions are too vague
Prices don’t align with NDIS price limits
The invoice is sent to the wrong party
Clear invoices help ensure providers are paid on time and your funding is tracked accurately.
What to do next
Ask about cancellation notice periods before starting supports
Clarify travel charges upfront
Read service agreements carefully
Check invoices include all required details
Understanding provider rules helps protect your funding and avoid unnecessary stress.
Why Plan Hero is the best Plan Manager for you
Managing an NDIS plan is complex enough without feeling unsure about spending, rules, or what you can safely claim.
That’s why people choose Plan Hero.
We’re specialist Plan Managers — plan management is all we do.
We focus on paying invoices correctly and on time, tracking your budgets clearly, and giving you calm, plain-language answers so you can make confident decisions.
You will have your own Plan Manager who gets to know you, so you don’t need to repeat yourself.
Our goal is simple: we make sure you have less stress, more confidence and you feel safe using your NDIS funding.
