Payment and invoicing

To guarantee payment, service providers must

• be set up as a vendor in our accounts system
• seek prior approval from the NIISQ Agency before providing a service.

Vendor creation

Providers can supply the NIISQ Agency with the information needed to be set up as a vendor by filling out the vendor creation or change form (PDF) and emailing the completed form to accounts@niis.qld.gov.au.

Service Approvals

As of 22 February 2025, a Service Approval will be issued when funding has been approved to deliver treatment, care or support to a NIISQ participant.

Service Approvals, which replace the former Purchase Orders, are aligned with participants’ MyPlans. Each Service Approval specifies the service type, duration, provider, and associated costs of the service, providing a clear basis for verifying service delivery and enabling timely payment processing. 

Service Approvals also help to track service delivery and allow for effective collaboration between providers, participants, and the NIISQ Agency. 

We’ve compiled a list of frequently asked questions below to help providers as they transition away from our old Purchase Order process. Additional information can be found in the example Service Approval (.pdf)

For more information on Service Approvals, please reach out to our Service Delivery Partnerships (SDP) team at serviceprovider@niis.qld.gov.au.

• What’s changing?

  From 22 February 2025, NIISQ will transition from issuing Purchase Orders (POs) to a Service Approval process for all services linked to a participant’s NIISQ MyPlan.

  Key changes to note:

  • New POs will no longer be issued for services linked to a participant’s MyPlan.
  • Service Approvals will replace POs for any new MyPlans or changes to services.
  • Existing Purchase Orders should be managed to completion unless notified otherwise by the Agency. When a change happens, you will receive a Service Approval that replaces the PO.
  • Invoices submitted must include the Service Approval reference number.
  • For services providers who use our Coupa Supplier Portal to invoice, you will receive additional instructions regarding this transition.

  This change will occur gradually, ensuring a smooth transition. If you have a current NIISQ PO you will continue to work with both systems during this time, managing any outstanding POs while using Service Approvals for all new approvals.

• What you need to do

  Continue using current POs and invoicing against them unless a change to the service occurs. When a change happens, you will receive a Service Approval that replaces the existing PO.

  From 22 February 2025, all changes to services against a MyPlan or the completion of new MyPlans will be issued as Service Approvals.

  Ensure your internal systems are ready to align with the Service Approval process.

• Why the change?

  We’re moving to Service Approvals to make things better and easier. Here’s how:

  1. Service Approvals make sure all services align with participants’ MyPlans, supporting better outcomes for participants and service providers.
  2. Every Service Approval will clearly list what service/s is being provided, the period for which the service/s are to be delivered, who is providing the service/s and a breakdown of the cost of the service/s.
  3. With our new process in place, Service Approvals and payments of provider invoices will be processed quicker and more efficiently.
  4. The new Service Approval process will also improve how we keep track of services, which will create more collaboration opportunities between providers, participants and the NIISQ Agency.
  5. Service Approvals make it easier to check that services are delivered as planned.

• NIISQ Terms of Engagement

  To support this transition, we encourage you to review our service provider Terms of Engagement, available at Terms of Engagement – National Injury Insurance Scheme, Queensland.

  These terms outline your responsibilities under the new process and provide detailed guidance on managing Service Approvals.

Invoicing

To ensure invoices are paid promptly, they must meet the following requirements:

• that the document is intended to be a tax invoice
• your company / trading name
• your Australian business number (ABN)
• the date the invoice was issued
• be addressed to: NIISQ Agency, ABN 52764535574
• the participant’s name or case reference number
• the item / service code for each service to expediate payment
• a brief description of the items sold / service provided, including the quantity (if applicable) and the price
• state GST amount payable (if any) per item / service provided (that is, the extent to which each sale includes GST)
• the total amount payable (including GST).

Additional information to ensure that the invoice meets compliance requirements can be found in the How to invoice guide (for Attendant Care And Support Services) (.pdf) and How to invoice guide (general) (.pdf)

You may choose to use your own invoice if it meets the above criteria, or our tax invoice template (.xlsx).

NIISQ Agency standard payment terms

The NIISQ Agency will pay each correctly rendered tax invoice within 28 calendar days of receipt, unless agreed otherwise between both parties.

All invoices will be paid via electronic transfer or BPay.

If you have questions about invoices or payments, please contact: finance@niis.qld.gov.au.