Unlocking NDIS Pricing Secrets

Will, EnableUs Community

Alright, welcome back to NDIS Pricing & Budgeting. Today we're really peeling back the curtain on NDIS prices—how they’re actually set, why we can’t just make up a rate, and, honestly, why all that matters so much for participants and for us as providers. Winter, do you remember in my first, I don't know, maybe year as a provider, how awkward those early money conversations felt? Like, I’d be sitting with a new participant, explaining my rates, and you could just see that subtle worry come across their face—like, is this guy just plucking numbers out of thin air? I used to dread that part.

Winter, EnableUs Community

Yeah, I absolutely get that. I think everyone’s been there, Will. It can get uncomfortable, but—once you actually explain where the numbers are coming from, it’s almost like everyone relaxes, right?

Will, EnableUs Community

Exactly! The game changer for me—I remember this one conversation so clearly—was when I started bringing out the official NDIS Price Guide, or, well, as it’s known now, the NDIS Pricing Arrangements and Price Limits. I’d just say: look, here’s the maximum rate for your support category. The NDIA actually sets these national limits every single year. I’ve gotta charge at or below those numbers—not some made-up fee. And immediately, there was this trust. It’s like people realise, oh, you’re not just guessing or overcharging me?

Winter, EnableUs Community

Yep, that’s huge. So for anyone listening, that’s the thing—the NDIA updates these rates every July, looking at things like actual costs, wage increases, and economic changes across Australia. So as a registered provider, charging above that is simply not allowed. It’s a rule, not a suggestion.

Will, EnableUs Community

And we can’t say that enough: every quote, every invoice, every conversation about cost—it’s gotta be at or below those published NDIS limits. When participants hear “look, these are standard, government-set rates,” it’s really comforting. It’s fair, it’s consistent, and it means everyone across Australia is on the same playing field.

Winter, EnableUs Community

Absolutely. And if you’re upfront about that, it sets the right tone. If you skip it, participants can end up suspicious, which makes things much harder down the track.

Winter, EnableUs Community

So right, let’s zoom in on the “how”—what exactly is included in these hourly rates? Because I’ve lost count of the times a participant heard, you know, "$65 an hour," and thought, “Wow, so the worker gets sixty-five bucks just to show up?” It rarely works like that.

Will, EnableUs Community

Yeah, no. It’s so much more. You’ve got to break it down. Out of that $65, sure, the support worker’s getting their wage—somewhere around $30 to $35 depending on their qualification and experience—but it doesn’t stop there. You’ve got things like superannuation, leave entitlements, training costs. I mean, there’s admin, all the compliance stuff that’s gotta be in place. Don’t forget the insurance for staff, for the business, all of it. There’s even the cost of running the office, the scheduling, all that behind-the-scenes coordination work.

Winter, EnableUs Community

And honestly, a real life example just pops to mind here. I had a participant, let’s call him Sam, who was super nervous about these numbers. I sat down and mapped out the rate for him—how much went to the worker, the chunk for admin, insurance, training. Once he saw that only about half was take-home pay for his worker and the rest was everything needed to make his service safe and reliable, he just sort of, well, he relaxed about it. I think the transparency makes it real—not just a scary number but something grounded in actual business costs.

Will, EnableUs Community

Totally with you. And then you get the next question: why do rates change? Like, why is Saturday support suddenly more expensive, right? It can look dodgy if you don’t explain. So, let’s break it down for 2025 and beyond. Standard weekday? That might be your $65 per hour. But if you’re scheduled on a Saturday, you’re looking at about $81.25 per hour. Why? Because workers get penalty rates—legally required—for weekends. Public holidays? Those rates climb more, often up to $97.50 an hour, since award entitlements jump again.

Winter, EnableUs Community

Exactly, and sometimes I’ll actually show people the worker award agreements. It’s not something we’re just tacking on for profit—it’s about rewarding those doing the work, and it’s reflected directly in the NDIS price limits. So, anytime you see those variations, it’s not just a business “mark-up.” It’s all about real wage entitlements flowing through the system.

Will, EnableUs Community

And when we frame it that way, people get it. It’s just fair pay for fair work, and NDIS is just matching those real world costs. No tricks.

Will, EnableUs Community

Let’s get into those extras that can confuse people—things like travel charges, report writing, the non-face-to-face work. I mean, we did a whole episode recently about behind-the-scenes costs, but these always come up for new clients. Here’s the deal with travel for 2025: you can claim up to 50% of your hourly rate for travel time if you’re delivering something like therapy. So if therapy’s $184 an hour, travel is $92 per hour. The key is being super clear up front.

Winter, EnableUs Community

And that goes for cancellations too. Got to explain it: if someone cancels with less than seven days’ notice, there might be a cancellation fee, because the worker’s already on the roster and often can’t be reallocated at short notice. But, like, I always say, if I can fill that slot with another client, I won’t charge. And I definitely waive it for emergencies. Consistency and empathy, right?

Will, EnableUs Community

Absolutely. Then there’s non-face-to-face work—things like writing reports, getting things sorted with other providers. If it’s directly related to your supports, that time is billable under NDIS, as long as it’s all clearly logged and agreed on. But again, it comes down to having that conversation first, not just sticking extra hours on the invoice out of nowhere.

Winter, EnableUs Community

And every year in July, those NDIS prices change. Don’t let it catch people off-guard. Upfront, I typically say, "Hey, the NDIA reviews these rates every July to keep up with wages and costs. When the new prices hit, I'll let you know. Your plan funding should increase too, so your hours don’t get slashed." It’s all about prepping people for those surprises before they happen.

Will, EnableUs Community

Yeah, I mean, billing integrity is the real foundation of trust. If you say you’ll only charge for delivered hours, actually do it. Communicate if there’s a policy change, and always fix any slips up straight away. People can sense when your practices match your words—it’s how you actually build trust, not just talk about it.

Winter, EnableUs Community

Couldn’t agree more. I’d say, if you’re doing service agreements or invoices, always check they match what you explained at the beginning. That’s what makes participants stick around—knowing you’re honest all the way.

Will, EnableUs Community

And that’s a good place to wrap for today. If any of this sounded confusing or brought up questions, don’t stress—we’ll tackle plenty more scenarios and tricky details in future episodes. Winter, always a pleasure unpacking this stuff with you.

Winter, EnableUs Community

Absolutely, Will. Thanks everyone for tuning in, and we’ll catch you on the next one. Bye for now!