Aged Care Invoices: What To Check Before You Pay

The numbers can be confronting enough - reconciling them is a whole other thing.

Seeing an aged care invoice after moving a parent into care can feel like a punch in the stomach.

The total is often confronting and the line items look like a foreign language. Most families assume it is all correct. In practice, invoices are frequently wrong.

The good news is you can catch errors early and keep your parent’s cash flow steady.

1) Understand the line items

Typical charges include the daily care fee, the means-tested care fee (called the non-clinical contribution from 1 November), additional services, and, in some cases, a hotel-style contribution.

You may also see incidentals like hairdressing or day trips.

Know what each item is, then confirm it should be there.

2) Do not rush direct debit

Facilities often include a direct debit form in the admission pack. Hold off until the first invoices are checked and correct.

If you overpay by direct debit, refunds are more difficult to arrange. Credits are more likely, which can strain cash flow.

3) Notify Services Australia promptly

A major cause of incorrect invoices is missing or incomplete Services Australia information. If the right forms are not lodged, the system may default to maximum fees.

Update Centrelink as soon as respite or permanent care starts. It can take up to three months for correct fees to flow through, so start early.

4) “Means undisclosed” is a choice, not an accident

Families with ample assets sometimes opt to skip disclosure and simply pay the full assessed amount.

Everyone else should update Centrelink to avoid harsh default charges.

5) Reconcile calmly and in order

When something looks wrong, gather facts before blaming the facility. Check what the facility was told to charge.

Cross-check against the Services Australia letters.

If you or your adviser have run the numbers, use that as your anchor. Most issues resolve once the data matches on all sides.

6) Expect a bedding-in period

The first 3–9 months often involve corrections. Changes of ownership, duplicate records, or mis-keyed entries happen.

Keep a single email thread with dates, amounts, and attachments so nothing gets lost.

7) Consider appointing a correspondence nominee or adviser

If you are power of attorney, you can appoint a correspondence nominee with Services Australia or engage an adviser to act and upload documents, chase letters, and coordinate with the facility.

This preserves your energy for family and decision-making rather than admin.

Aged care invoicing is complex because government systems and facility systems must match, and that takes time. Press pause on direct debit, update Services Australia immediately, and check every line item. Be firm, factual, and cooperative.

If this episode resonated with you or could help someone you know, please share the Weaving Gold podcast.

Follow us on Instagram, Facebook, LinkedIn, and TikTok, or visit weavinggoldpodcast.com to explore more episodes or get in touch.