NDIS bookkeeper Brisbane.
Based right here in Brisbane, our team specialises in NDIS bookkeeping. Registered provider or plan manager, we keep your claiming, payroll and BAS aligned with your mission - so you can focus on participants, not paperwork.
Rated 4.9 from 126+ Google reviews · Registered BAS Agents · Xero Platinum Partner
Bookkeeping that speaks NDIS.
Every NDIS business is unique, so we listen before we build. Then your books run on a system designed for how providers actually get paid.
GST-free supports, coded right
Plan supports are generally GST-free when the requirements are met; the exceptions are where BAS errors breed. Your tax codes are mapped once, correctly.
SCHADS payroll
Loadings, broken shifts, sleepovers and allowances handled properly - with payday super timed to every pay run.
NDIA claiming reconciled
Claims, remittances and participant budgets tracked so income is real and shortfalls surface early.
BAS by registered agents
Lodged on time on agent deadlines, with the GST-free complexity of provider BAS handled as routine.
Budget reporting
Spending visibility aligned with NDIA funding guidelines - see exactly which supports carry the business.
Audit-ready records
Clean books make registration audits cheaper and calmer. Everything reconciled, documented and findable.
Where provider books quietly go wrong.
Provider files fail in a small number of predictable ways. Each one is survivable on its own. Together they are why so many providers cannot tell whether a service line makes money.
One wrong default tax code
Most supports delivered under a plan are GST-free, so GST-free becomes the default on everything - including the things that are not. Rent, admin fees charged to other businesses, some consumables. A single wrong default repeats across thousands of invoices before anyone checks.
Three payment streams in one bucket
NDIA-managed, plan-managed and self-managed all pay on different mechanisms and different clocks. Reported as a single receivables number, a genuine collection problem hides behind a stream that was always going to be slow.
SCHADS run on best guess
Broken shifts, sleepovers, 24-hour care, travel between participants, minimum engagement periods. The award is genuinely hard, and payroll software will happily process an interpretation nobody checked. Underpayments surface years later with interest attached.
Services delivered past the budget
The roster runs on. The funding does not. Without burn-down tracked against delivery, the first sign is a rejected claim for work already done and already paid for in wages.
Claims never matched to income
A claim lodged in the portal is not revenue until it is paid, and partial payments are common. Files that treat the portal as the source of truth carry receivables that were never going to arrive.
Records that cannot survive an audit
Registration audits ask you to connect a service, a claim, a payment and a payslip. Where that chain is not reconciled month to month, the audit becomes a reconstruction project charged at consulting rates.
What the first month looks like.
Coding and payroll come first. They carry both the compliance risk and the biggest distortions in your reporting, and everything else is easier once they are right.
- 01
Look at the file
A free health check across your Xero file, your claiming and a sample of pay runs. You get a straight account of what is wrong and what it will take, before you commit to anything.
- 02
Fix the coding
Tax codes mapped once and properly, GST-free supports separated from the supplies that are not, so BAS stops being a monthly argument with yourself.
- 03
Prove the payroll
SCHADS interpretation checked against how your people actually work - shifts, sleepovers, travel, allowances - with super timed to each pay run. Anything historically off comes with a plan.
- 04
Reconcile and report
Claims matched to payments, budgets tracked against delivery, BAS lodged on agent deadlines, and a monthly report showing which supports carry the organisation.
Frequently asked questions.
Are NDIS supports GST-free in my books?
Most supports delivered under a participant's plan are GST-free when the requirements are met, but not everything a provider invoices qualifies - and mixed coding is the most common error we find in provider files. We set your Xero tax codes up correctly and keep them that way.
Can you handle SCHADS award payroll?
Yes - support-worker payroll with its loadings, broken shifts, sleepovers and allowances is among the hardest in small business, and it is core work for us. Compliant payroll protects both your people and your registration.
Do you reconcile NDIA claiming?
Yes. Claims lodged, payments received and participant budgets tracked so your receivables are real - not a hopeful number in a portal.
Do you work with plan managers?
Yes - plan management businesses have their own bookkeeping shape (client-money handling, volume invoicing) and we support several.
Our participants are a mix of plan-managed, self-managed and NDIA-managed. Can you track that?
Yes, and they need to be tracked separately, because the three get paid in completely different ways. NDIA-managed goes through the provider portal. Plan-managed means invoicing a plan manager whose payment terms are their own. Self-managed means invoicing the participant or their family directly. Pooled into one receivables figure, an ageing report tells you nothing - split out, you can see which stream is actually slow.
What happens when a participant's budget runs out mid-month?
You deliver support you cannot claim. It is the most common way a provider loses real money without noticing, because the roster keeps running while the funding does not. We track budget burn-down against services delivered so the shortfall shows up before the shift is worked, not after the claim is rejected.
The price limits change every July. Does that affect our books?
It affects what you can claim, so it affects what you should be invoicing. When the NDIS pricing arrangements update, rates in your billing need to move with them - invoicing above a price limit is simply not claimable, and invoicing below it is money left behind. We check your rates against the current arrangements as part of the annual rollover.
We have a registration audit coming up. Will our books hold up?
That depends on what state they are in now, and we would rather tell you honestly beforehand than reassure you into an audit. Clean, reconciled records with claims matched to services delivered and payroll that demonstrably meets SCHADS is what makes an audit quick. Scrambling to reconstruct twelve months of it is what makes an audit expensive.
What does NDIS bookkeeping cost?
A fixed fee matched to your claim volume, payroll size and reporting needs - agreed up front. Use the fee estimator for an indicative range.
Ready to simplify your NDIS bookkeeping?
Call 07 3899 8311 or book a free consultation - and get back to the care work that matters.