5 Methods to Keep Your NDIS Invoicing and Record Keeping Compliant
Read Time – 6mins
Why Documentation Matters When It Comes to NDIS Invoicing and Record Keeping
When you’re providing care and support to your clients, the accounts and admin side of things can easily fall to the bottom of your list. But in the NDIS world, good documentation isn’t just “nice to have” — it’s a must.
Keeping your records in order helps you:
- Get paid from the NDIS on time
- Stay compliant
- Build trust with clients and referrers which keeps the relationship going
- Protect your small business in case something goes wrong
Whether you’re just starting out or need a refresher, here’s our simple 5 step guide to what you need to remain compliant with your NDIS invoicing and record keeping, and why it matters.
1. Service Agreements – Set Clear Expectations
A service agreement is a written agreement between you and your client (or their nominee) that outlines:
- What supports you’ll deliver
- When and how they’ll be delivered
- How much they’ll cost
- What to do if things change or get cancelled
Why it matters: A clear service agreement helps avoid confusion, gives both you and your client something to refer back to, and shows that you’re running a professional, transparent business. Click here for a simple way to create service agreements.
2. Keep Good Notes of the Support You Provide
Every support session should be documented. The NDIS recommends that you keep records that:
- Confirm the service actually happened (when, where, what)
- Show how the support was delivered (methods)
- Include dates, times, duration, and the type of support
Examples of what to include:
- Date of support
- Start and finish time
- Type of support (e.g. assistance with community access)
- Any relevant notes (e.g. observations or incidents)
These records must be kept for 5 years, even if the client stops receiving services from you, as this protects you both in the future should the information need to be referred back to. The simple way to keep track and store all of this information is to use a tool like Earni.
3. Compliant NDIS Invoicing and Record Keeping – What to Include
To get paid under the NDIS, you need to issue invoices that meet specific requirements. Here’s what your invoice must include:
- Your business details
- Unique invoice number
- Client name and NDIS number
- Dates of support delivery
- Type of support and description of services
- Quantity (e.g. hours) and unit price
- Total amount charged
- GST (if applicable)
- Payment details
Without these key details, the payment can be delayed or rejected. Here are 7 Tips about the most important things to include on your invoice.
Using a tool like Earni, means all of this information is auto-populated on your invoice, making your accounts work faster, whilst remaining accurate and compliant.
4. Store Your Client Records Safely
Please ensure you store your records securely and confidentially. Whether you’re using a paper-based system or a digital app (like Earni), make sure your documents are:
- Easy to access when needed
- Protected by a password or locked cabinet
- Only accessible to you or an authorised staff member
5. Use Tools To Make Your Accounts, Admin & Small Business Run With Ease
If paperwork feels overwhelming, there are tools that can help:
- Earni is an app that offers easy invoicing and record keeping made for NDIS support workers providers
- Systeme.io is great if you’re starting a simple website
Start simple with what works for you and build as your client base and business grows.
Being a support worker or provider with NDIS clients is rewarding, and we know you love what you do. But a little reminder that you’re also running a business and you need income to keep that business going. Part of running a strong business is having your documentation in place. It doesn’t need to be complicated — just consistent, clear, and compliant.
Getting your NDIS invoicing and record keeping right from the start can save you time, stress, and missed payments later down the track.
