Start checking the invoice or read the NDIS cleaning invoice requirements guide, or contact Smurfettes.
This NDIS cleaning invoice checker helps a participant or authorised billing contact compare an invoice with the agreed indoor service and actual visit record. Mark Match, Question, Correction needed or Not applicable beside each field. The tool does not approve a claim, decide funding, calculate tax or state Smurfettes invoice terms.
1. Identify the document
Invoice number: _________________________________________________________________
Invoice date: ___________________________________________________________________
Original, corrected or replacement version: __________________________________________
Person completing this check and role: ______________________________________________
Keep the original document unchanged. If a replacement arrives, store both and record which one should be actioned.
2. Check provider identity
- [ ] provider or supplier name matches the agreement
- [ ] ABN is shown, or a lawful reason for exemption is recorded where applicable
- [ ] provider contact information is usable
- [ ] payment details or claim destination match the verified arrangement
Verify an unexpected change through a known provider channel before redirecting payment or sharing information.
3. Check participant and billing destination
- [ ] participant name or agreed identifier is correct
- [ ] service address or relevant service location is correct
- [ ] authorised invoice recipient is correct
- [ ] unnecessary plan, health or access information is absent
A plan manager, participant, nominee or another billing contact may receive the invoice depending on the actual management arrangement.
4. Match every service date
Use the cleaning visit record and calendar rather than memory alone.
- Invoice service date: __________________ Visit record: match / question
- Invoice service date: __________________ Visit record: match / question
- Invoice service date: __________________ Visit record: match / question
Flag a duplicate date, future date, cancelled visit or date when access was unavailable. A booking confirmation is not evidence that a service occurred.
5. Match the service description
- [ ] description identifies household cleaning clearly enough to understand
- [ ] support category or identifier used, if applicable, matches the agreed pathway
- [ ] rooms or task description can be reconciled with the scope
- [ ] another resident’s private cleaning is not included without an agreed basis
- [ ] excluded or assessment-only work is not presented as delivered without acceptance
Do not change the service record to fit an invoice. Ask the issuer to correct an inaccurate description.
6. Match hours, quantity or units
Agreed quantity basis: hourly / per visit / another stated unit: __________________________
Invoice quantity: __________________ Service record quantity: __________________
Difference requiring explanation: ___________________________________________________
Check start and finish or another relevant record only where it forms part of the agreed evidence. Do not invent attendance details that were not recorded.
7. Match the price basis
- [ ] unit price or stated amount matches the accepted quote or agreement
- [ ] multiplication or other calculation is arithmetically correct
- [ ] line subtotal and invoice total can be reproduced
- [ ] any changed rate or scope has a written variation
Use the accepted quote as the source. Do not substitute a remembered rate, an unrelated provider’s rate or a maximum price.
8. Check every additional amount
For each line, mark Agreed and evidenced, Question, Correction needed or Not applicable:
- products or equipment
- provider travel
- non-face-to-face activity
- cancellation or failed access
- tax
- another separately described amount
A label alone does not prove that an amount was agreed, delivered or claimable. Compare it with the agreement, service record and current rules.
9. Check totals and duplicate billing
Calculated total from accepted lines: ________________________________________________
Invoice total: ____________________________________________________________________
Difference: ______________________________________________________________________
Search the participant’s records for the same invoice number, service date and amount before paying or submitting. Mark credits or replacements so both versions are not actioned.
10. Match the funding-management pathway
- [ ] self-managed recipient and record process checked
- [ ] plan-managed recipient and provider instructions checked
- [ ] NDIA-managed provider and claim pathway checked
- [ ] mixed management identified at the relevant support level
The pathway affects administration; it does not make an incorrect invoice correct or decide that the support is fundable.
11. Record the outcome
Check result: [ ] match [ ] hold for question [ ] correction requested [ ] duplicate [ ] outside my authority
Exact line or field queried: ________________________________________________________
Question or correction requested: _________________________________________________
Date sent and provider contact: ____________________________________________________
Response and replacement invoice reference: ________________________________________
12. Keep the evidence together
Store the accepted quote or agreement, booking confirmation, visit record, invoice, correction request, replacement document and payment or claim evidence together. Limit access to people who need the records for the service.
The NDIA’s self-management guidance describes invoice and record information for self-managed participants. Provider-facing record-keeping guidance also explains current responsibilities.
Use the right correction pathway
If a field is wrong, do not overwrite the provider’s invoice. Request a corrected or replacement document that preserves a clear audit trail. The invoice-correction and rejected-claim guide separates document errors from funding, portal and payment issues.
The NDIA pages on payment requests and claim troubleshooting were reviewed for this tool on 4 September 2026. Recheck current instructions before acting.