General Invoicing, Quotation, and Billing Policy

1. Purpose

To ensure all invoicing, quoting, and billing practices are transparent, ethical, and compliant with NDIS requirements, professional standards, and Australian law.

2. Scope

This policy applies to all clients receiving services from Jon Peck, including therapy, psychological assessments, and written reports. It includes self-managed, plan-managed, and NDIA-managed NDIS participants.

3. Quoting Policy

  • Quotes are provided only after an initial consultation or upon request for a clearly defined service.

  • Quotes will include:

    • Service description and estimated duration

    • Fee breakdown (including GST status if applicable)

    • Payment terms and due dates

    • Provider details (ABN, contact information)

  • Quotes are valid for 30 days and may be revised based on service scope or client needs.

4. Invoicing Policy

Invoices will be issued:

  • After each therapy session

  • Upon completion of an assessment or report

  • In accordance with NDIS invoice requirements, including:

    • Provider name and ABN

    • Participant name and NDIS number

    • Support item number and description

    • Service dates, duration, and total amount

    • GST component (if applicable)

Invoices must be:

  • Paid before the release of final reports (for assessments)

  • Submitted promptly to avoid delays due to funding period constraints

5. Billing Policy

  • Payment Terms:
    Payment is due within 14 days of invoice issue unless otherwise agreed.

  • Payment Methods:
    Bank transfer is preferred. Details are provided on each invoice.

  • Instalment Options:
    Available upon request for assessments and reports. Must be agreed in writing.

  • Late Payments:
    May incur a fee or delay in service delivery (e.g., report release).

  • NDIS Participants:

    • Self-managed: Responsible for submitting invoices and making payments directly.

    • Plan-managed: Invoices will be sent to the plan manager.

    • NDIA-managed: Services must be pre-approved and invoiced via the NDIS portal.

6. Cancellation and Rescheduling

  • A minimum of 48 hours’ notice is required for cancellations or rescheduling.

  • Late cancellations or missed appointments may be invoiced at the full session rate.

7. Record Keeping and Compliance

  • All services are documented in accordance with the Provider Payment Assurance Program.

  • Records include:

    • Participant name and reference number

    • Service type, date, and duration

    • Location of service delivery

8. Privacy and Confidentiality

  • All client data is handled in accordance with Australian privacy laws.

  • Information is stored securely and used only for service delivery and compliance.

9. Ethical Standards

  • Services are delivered in accordance with the APS Code of Ethics, including:

    • Respect for autonomy and dignity

    • Integrity and transparency

    • Competence and care

10. Display and Accessibility

  • This policy is available on the provider’s website: https://www.jonathanpeck.com.au

  • A downloadable PDF version is available upon request.

  • Clients may request clarification or support in understanding the policy.

11. Refund and Cooling-Off Policy (PEERS Program)

  • Upon payment for the PEERS Program, clients may request a full refund up to 14 calendar days prior to the scheduled start date of the program.

  • After this point, no refunds will be issued, regardless of attendance or completion status, due to the complexity of assembling and maintaining group dynamics.

  • This refund policy is clearly communicated prior to enrolment and payment, and is designed to ensure fairness to all participants and the viability of the program.

  • Refund requests must be made in writing to jonathan@jonathanpeck.com.au.

  • This policy complies with Australian Consumer Law, which allows businesses to set refund terms for change-of-mind cancellations, provided they do not override consumer guarantees for faulty or misrepresented services

12. Late Payment Fees

  • Payment is due within 14 calendar days of invoice issue unless otherwise agreed.

  • A late payment fee of $15 may be applied to invoices not paid within the due period, to cover administrative costs.

  • This fee is disclosed in advance and included in the service agreement and invoicing policy.

  • Continued non-payment may result in suspension of services until the account is settled.

  • This clause complies with Australian Consumer Law and the APS Code of Ethics, ensuring fairness and transparency.

13. Third-Party Payment and Late Fee Policy

  • Clients are responsible for ensuring payment is made in full, even if a third-party payer (e.g. NDIS plan manager, insurer, employer) fails to pay.

  • If payment is not received within the agreed timeframe (14 calendar days from invoice issue), a late payment fee of $15 may be applied to cover administrative costs.

  • This fee is disclosed in advance and included in the service agreement and invoicing policy.

  • Continued non-payment may result in suspension of services until the account is settled.

  • This clause complies with Australian Consumer Law, which permits reasonable and transparent late fees and affirms client responsibility for payment.