NDIS Bookkeeping Basics: Compliant Bookkeeping for NDIS Providers

NDIS Bookkeeping Basics: Compliant Bookkeeping for NDIS Providers Subtitle

The 6 foundations every NDIS provider needs to stay compliant, confident, and client-ready.

NDIS Bookkeeping Basics: What “Compliant” Really Means

Could you prove every dollar today?

If someone asked you to show proof of every payment received, every expense paid, and every payslip for your staff this year — could you do it quickly?

For many NDIS providers, the answer is a hesitant “not really.” And that’s where compliant bookkeeping comes in.

What does “compliant bookkeeping” mean for NDIS providers?

Compliant bookkeeping is more than just tracking income and expenses. For NDIS providers, it means:

Meeting ATO obligations – BAS, GST, payroll, and super.
Meeting NDIS obligations – accurate records, correct invoices, proper evidence.
Having trustworthy numbers – so you can make confident business decisions.

When your books are compliant, you don’t just avoid trouble. You also:

Save hours of admin time.
Reduce stress at audit or tax time.
Build confidence in your business’s financial health.

The 6 foundations of NDIS-ready bookkeeping

Here are the six areas I see make the biggest difference for providers:

1. A separate business bank account
Mixing personal and business expenses is messy and risky. One account = cleaner records and fewer mistakes.

2. A smart Chart of Accounts
Think of it as your “map” of the business. Income, travel, consumables, payroll, insurance. When categories are set up right, reports actually make sense.

3. A simple receipt system
Lost receipts = lost deductions. Use a receipt app, your accounting software, or even a consistent digital folder — the key is one method, every time.

4. Invoices that tell the right story
Invoices must show participant details, service description, rate, and dates. Clear invoices mean faster payment and smoother compliance.

5. Correct GST coding
Not all NDIS services are GST-free. Many providers get caught out. The ATO has detailed guidance, but if in doubt — don’t guess, ask.

6. Payroll done properly
Pay staff correctly under the right award, report through STP, and pay super on time. It’s not glamorous, but it’s essential for compliance and staff trust.

My top 3 tips to make compliance easier

My top tips

Set a weekly “money hour”
Reconcile, file receipts, and send invoices at the same time each week.

Write your rules once
A one-page invoicing, payroll, and GST “cheat sheet” saves endless mistakes.

Check monthly, not yearly
A quick P&L review each month keeps you in control.

NDIS Bookkeeoing Complaint FAQ

What does “compliant bookkeeping” mean for NDIS providers?

It means keeping accurate financial records, coding GST correctly, paying staff with STP and super, and storing invoices/receipts. Done well, it meets ATO and NDIS requirements and gives you reliable numbers.

Are NDIS services always GST-free?

No. Some supports are GST-free, others are taxable depending on the service and the participant’s plan. Check the ATO NDIS guidance

What records must NDIS providers keep?

Invoices, receipts, bank statements, payroll and super records. Invoices should show participant details, service, dates, hours, and rates. Keep them for at least five years from lodgements.

Do I need STP if I only have one employee?

Yes. If you pay any employees, you must report via STP and pay super on time. This avoids penalties and ensures payroll accuracy.

Final Thoughts:

On paper, these six steps look simple. In practice, they’re the very things that keep NDIS providers stuck, stressed, or always catching up.

If this sounds familiar, let’s chat.

Book a 20-minute discovery call and I’ll help you get your NDIS bookkeeping sorted, whether you want it done for you, or set up so you can manage it with confidence.