The NDIS has officially introduced changes to pricing arrangements and limits. From 1st of July 2025, new NDIS pricing and provider travel rules are officially in effect. We know updating your services, agreements and templates can feel like a lot- but we’re here to make it easier.
This guide breaks down the key updates and shows you exactly how to update your services and tips on updating your service agreements in splose for existing and new participants. Make sure to apply any changes at close of business on 30th June, or your last working day before 1st July.
When to make changes
Only apply these changes at the end of your last working day in June. This helps avoid incorrect billing and ensures new settings apply from 1st July onward.
What you might need to change in splose
Each workspace will have different needs depending on your discipline, location, and current pricing model.
Make sure to review the updated NDIS Pricing Arrangements and Price Limits 2025–26 to understand what applies to you.
If you're unsure, please contact the NDIS directly for clarification- splose can guide you on how to make changes in your workspace, but we can’t advise on which specific pricing updates you need to apply.
Once you’ve confirmed which changes apply to you, note them down and keep this guide handy so you’re ready to make the updates at the right time.
Here are the three key areas you may need to review:
Services
Update your hourly service prices
Adjust the default service duration (if needed)
Update provider travel settings to reflect capped rates
Set default travel time and kilometres
Review and update activity-based transport items
Service agreements
Review your existing agreements to ensure they include clauses about pricing updates and funding periods
For new clients, update your form templates to reflect the latest pricing rules and responsibilities
Email templates
Create an email template to notify participants about pricing changes
You can use either a general email template or a form-type email template
Updating your services
Head to Settings → Services → Click the three dots under the Actions column → Edit, and make the changes outlined below:
1. Update your service pricing
Adjust the hourly rate for each service.
For example, update Physiotherapy services from $193.99 to $183.99.
2. Adjust default duration
Change the default service duration if you are making changes to your service structure
3. Update provider travel settings
Set the provider travel rate to a maximum hourly rate of 50% of the updated hourly service rate.
→ For example, if your hourly rate for the service is $183.99, your travel time can only be claimed at a max of $91.99/hr.
You now need to cap the rate you charge for travel, not the time. You can still claim the full travel time (within the usual distance/time rules), but you must calculate it using only 50% of your hourly rate.
Update the default travel time (before and after)
Set a default travel distance (e.g. 15km) and the non-labour travel rate (e.g. $0.97/km).
💡 Billing increments are flexible
The included examples use 10-minute billing increments- but this is not mandatory. You can continue using your preferred increments, such as 6 or 15 minutes, to maintain accuracy.
At splose, we recommend using 6- or 15-minute increments for consistent reporting.
More on how rounding works in splose →
4. Review activity-based transport costs
Keep using this to claim for parking, tolls and other non-labour costs.
This helps decrease manual work required before invoicing and ensures travel claims stay within the new capped rates.
How to apply the service changes in splose
Apply all changes on 30th June or your last operational day of June, not before. This keeps your data clean and avoids incorrect pricing.
Once you've made the changes you need, click Save. You’ll then be presented with two options:
Option 1: Apply to existing appointments from a specified date
Use the “apply to appointments from a specified date” option in your service settings and select 1 July 2025.
This applies the updated price to existing appointments from that date onward even if they were booked earlier.
Important: Make this change at the end of business on 30th June (or before your next operational day). Updating it earlier will apply new prices to new appointments booked in the lead-up to your chosen dates.
Option 2: Apply to new appointments created only
Choose the “new appointments created” option if you want the updated price and defaults to apply only to new bookings going forward. This applies to all new bookings, regardless of date.
Existing appointments will keep their original price, time and quantity.
What about cases?
Case settings don’t need to change.
But we recommend making cases mandatory if you're not already using them as this makes tracking budgets and funding much easier.
Services update summary
While the changes may vary depending on your practice's discipline and state, here is a general summary of splose services settings that may need an update:
Setting | Update needed? | When to apply |
Service price | Yes (e.g. $183.99) | End of 30 June |
Default duration | Yes, if needed | End of 30 June |
Default travel rate | Yes, rate capped at 50% of the hourly service rate | End of 30 June |
Default travel duration | No changes | Ongoing |
Default travel distance/km | Optional (e.g. 15km @ $0.97) | End of 30 June |
Default activity-based transport | No changes | Ongoing |
Default tax rate | No | N/A |
Default Case settings | No (recommended: enable mandatory) | Optional |
Updating your service agreements
Whether you're updating existing agreements or preparing new ones, here’s how to stay compliant and keep things simple.
Service agreement updates for current participants
Before creating new service agreements for every participant, take a moment to review your existing agreements. Depending on how they’re worded, you may not need to issue brand-new agreements for the 1 July pricing changes.
The default splose service agreement includes two clauses that may allow you to simply notify participants via email, rather than reissuing the entire agreement:
“Your support fee is reviewed and increased in accordance with any changes to the NDIS Pricing Arrangements and Price Limits, and you will receive prior notice of any increases in the Support Fee.”
“By signing this agreement, you (or your Parent/Guardian, as applicable) agree that we may increase the Support Fee from time to time by providing you with reasonable prior notice.”
If these clauses are included in your current agreement, you can issue a simple notice of variation via email- see the sample email below.
Service agreement updates for new participants
For new service agreements signed with participants (such as new clients joining after 1 July 2025), it’s a good idea to review and update your agreement template to reflect current requirements.
Start by checking that your agreement includes a clause about pricing updates. You can refer to the default splose service agreement by heading to Settings → Forms → + New template.
Next, consider including a clause that outlines the responsibilities of both the provider and the participant when it comes to NDIS funding periods.
For example:
“The participant (or their nominee) agrees to inform the Service Provider immediately of any changes to their NDIS plan or funding. This includes receiving a new plan, a plan extension, or any adjustments that include funding periods or different budget allocations.”
You can also add a field in your service agreement asking whether the participant’s NDIS plan includes funding periods. Using conditional logic in forms, you can then prompt for further details such as a short answer or paragraph field if the answer is yes.
Alternatively, many providers elect to request a copy of the NDIS plan as part of their participant onboarding process, which helps capture funding period information early.
Updating your email templates
It’s best practice and simply good customer service to proactively notify your participants about any upcoming pricing changes. Below is a sample email you can adapt and send to current participants, outlining the changes taking effect from 1 July 2025. This notice also includes a reminder for participants to let you know if there are any changes to their NDIS plan.
To make these changes, head on over to Settings → Template → Email.
You can create this as a general-type email template to send directly from the participant’s profile, or as a form-type email template to use when resending a completed form- or sending a new one with updated service agreement details.
Sample Email to Participants:
Subject: Important Update – NDIS Price Changes from 1 July 2025
Hello [Participant Name],
We’re writing to let you know about some important updates to our services in line with the new NDIS Pricing Arrangements and Price Limits 2025–26, which take effect on 1 July 2025. These changes ensure we continue to provide supports in compliance with NDIS requirements.
Changes to our service fees
….
Changes to our travel fees
…..
Changes to non-face-to-face activities
……
You do not need to sign a new service agreement for these updates as your current agreement allows price variations in line with NDIS changes. This email serves as our notice of variation to you regarding the price adjustments.
If you have any questions or concerns about these changes, please contact us as soon as possible.
We appreciate your understanding that these adjustments ensure our services stay compliant with NDIS requirements and sustainable for the future.
Important NDIS Pricing Rules
The 2025–26 NDIS Pricing Arrangements and Price Limits include key reminders and new guidance around provider responsibilities. These apply to both registered and unregistered providers and affect how you communicate pricing with participants and set your service fees in splose.
1. Don’t imply the NDIA sets your prices
The NDIA sets maximum price limits, but not mandatory prices. You’re not required to charge the full rate.
Avoid language like:
“This is the NDIS price so we have to charge it.”
“The NDIA demands we charge this amount.”
Instead, you can say your prices are in line with NDIS limits, but make it clear you're the one setting the price. Make sure your team’s communication reflects this.
2. Don’t charge NDIS participants more without a valid reason
Charging NDIS participants more than private clients for the same support is generally not allowed.
As a rule of thumb:
If a private client wouldn’t be charged that rate, an NDIS participant shouldn’t be either unless you have a clear, justifiable reason.
You can only charge more if:
There’s a genuine, documented reason (e.g. additional reporting requirements), and
You’ve clearly explained the difference to the participant in advance
Make sure your pricing is transparent, fair, and aligned with the NDIS Pricing Arrangements.
3. No additional fees or surcharges (unless allowed by the NDIS)
Under the NDIS Pricing Arrangements, you cannot add extra charges on top of service costs- unless the pricing guide explicitly allows it. This applies to all registered providers.
You must not charge for things like:
Credit card surcharges
You can’t add a surcharge for credit card payments on NDIS-funded transactions.‘Gap’ fees
You must not charge a participant the difference between your full fee and what the NDIS covers.
Keep these principles in mind when updating your service agreements and fees in splose. Make sure your public-facing materials (like brochures, social media or your website) don’t show different- or higher- NDIS prices unless the difference is clearly explained.
Train your team to speak confidently about your pricing by focusing on the value of your services rather than “the NDIS price made us do it" as that narrative should be avoided.
Next steps checklist
Once you've finished determining what needs to be changed for your practice, here is a handy checklist for you to go through:
Notify current participants about the 1 July price changes
→ Use the sample email in this guide to send a clear and compliant notice.
Update your service agreement templates for new participants
→ Include clauses around pricing updates and NDIS funding periods.
Adjust your splose service settings
→ Update service item prices, durations and travel settings. Make sure automated invoices and bookings reflect the new rates post July 1.
Train your team
→ Ensure everyone understands the updates and how to communicate them with participants.
Double-check for compliance
→ Cross-reference the official NDIS Pricing Arrangements and Price Limits 2025–26 to confirm nothing’s been missed for any other changes relevant to your services.
By following these steps, you’ll ensure your allied health practice remains compliant, keep your billing accurate, and support your participants with confidence.
Need a hand? Reach out to our team anytime- we’re here to help.