An NDIS Bookkeeper Who Knows What an Audit Looks For
Claims reconciled at participant level, service delivery matched to what was claimed, price limits checked against the current guide, and records kept so a review is an afternoon of retrieval rather than a fortnight of reconstruction.
Your Revenue Has Conditions Attached to It
In most businesses, an invoice paid is revenue earned and the matter is closed. In NDIS work, a payment received can still be recovered later if the supporting records do not hold up, which makes bookkeeping part of your compliance rather than just your admin.
That changes what the books need to do. It is not enough for the bank to reconcile. Each claim needs to trace to a participant, a service booking, a delivered service, a date, a worker and a price that was within the limit that applied at the time.
Providers who lose money on NDIS work usually are not underpricing. They are absorbing rejected claims, unclaimed delivered services, and travel or non-face-to-face time they were entitled to claim and did not.
The service delivered but never claimed
It happened, the worker was paid for it, and it never made it into a claim. Pure loss, and invisible unless delivery and claims are reconciled against each other.
The claim rejected and not resubmitted
Rejected for a fixable reason, buried in a remittance nobody read line by line, and quietly written off by inattention.
The price limit that changed
Claimed at last year’s rate after an update, or above the limit for the registration group. Recoverable later, with the conversation that goes with it.
Travel and non-face-to-face never claimed
Claimable within the rules and frequently left on the table because nobody was tracking it against each participant’s agreement.
The plan-managed payment that never arrived
Invoiced to a plan manager, chased once, and lost among the others. Aged receivables by payer is the only thing that surfaces this reliably.
Books Built for a Registered or Unregistered Provider
Whether you self-manage claims through the portal, work with plan managers, or both.
Participant-level reconciliation
Every participant tracked separately so delivered services, claims submitted, claims paid and claims rejected line up for each individual rather than only in total.
Remittances reconciled line by line
Each payment matched claim by claim rather than as a lump sum, so partial payments and rejections are identified in the week they happen and can be resubmitted.
Price limit checking
Claims checked against the price limits and support item codes that applied on the date of service, including after a price guide update takes effect.
Service agreements matched to delivery
What the agreement says you will provide, checked against what was actually delivered and claimed, with the gaps in either direction reported to you monthly.
Support worker payroll
Shifts costed against the relevant award including sleepovers, broken shifts, evening and weekend penalties, and the kilometre allowances that come with community work.
Margin by service type
Which supports you deliver profitably at the claimable rate once wages, travel and coordination time are counted, and which ones you are subsidising.
What We Do Not Cover for NDIS Providers
NDIS providers carry obligations that go well beyond financial records: practice standards, worker screening, incident and complaint management, quality audits. We are bookkeepers, and we are not going to pretend to cover those.
- What we own: claims reconciliation, participant-level records, payroll, the financial records an audit asks for, and the reporting that shows you where you are making money.
- What we do not: practice standards, registration applications, audit representation or clinical governance. A specialist NDIS consultant does that, and we work alongside them happily.
- Where the rules bite: the price guide and the practice standards change regularly. We work to the current guide and will tell you when something looks like it needs your consultant’s eyes rather than ours.
Providers who have been through a quality audit will tell you the financial and claim records are where the questions land hardest. That is the part we can make genuinely straightforward.
Before You Ask
Yes. The NDIS-specific rostering and client management platforms generally connect to Xero, MYOB and QuickBooks, and where a connection exists we use it and then check that what arrives in the ledger reconciles to the claims data. Where there is no integration, a regular export works fine, because the reconciliation is the valuable part rather than the automation.
No, and small providers are often the most exposed, because the same obligations apply with nobody dedicated to meeting them. The work is proportional, so four participants is a small monthly job. What matters is that it is done consistently from the start, because reconstructing two years of claim records retrospectively is what actually costs money.
We can show you what it currently costs you to deliver, fully loaded with wages, penalties, travel and coordination time, against what you can claim for it. That comparison is usually decisive on its own. What we will not do is tell you to stop delivering a support for a participant who needs it. That is your decision and it is not purely financial.
We can get the financial and claim records into the state an auditor expects, and produce the participant-level reconciliations they typically ask for. For the audit itself and the practice standards side, use a specialist NDIS consultant, and start earlier than feels necessary. We are glad to work directly with whoever you engage.
Get Your Claims Reconciling
Participant-level reconciliation, claims tracked against delivery, and a monthly pack built for a provider. Fixed monthly fee from $25 a week, quoted in writing.