Keep claims, invoices and receipts connected
Your service and claim systems should reconcile to the accounting file. We help identify unpaid or adjusted invoices and maintain an audit trail for financial transactions. NDIS registration, pricing and service compliance advice are separate from bookkeeping and should be obtained from the relevant specialist.
How we can help
- Invoice and receipt reconciliation
- Outstanding balance follow-up reports
- Payroll and timesheet processing
- Expense and supplier records
- BAS and GST review
- Management reporting
A process that fits your business
We begin with your existing software, reporting needs and the way work is approved. You tell us which information is already available and where the process becomes difficult. We then agree responsibilities, a record collection routine and a reporting schedule. We work with Xero, MYOB and QuickBooks and can coordinate with your existing accountant.
What to expect from our support
Your scope can cover a specific task or a combination of bookkeeping, BAS, payroll and reporting. We identify missing information and explain questions in plain language. Fees depend on transaction volumes, systems, complexity and the services included. You receive a quote before the agreed work begins.
Getting started
Tell us about your business structure, accounting software and the work you want help with. We review the information and agree the scope, responsibilities and fee before beginning. Existing accountant relationships can be retained, with a clear handover of the records needed.
During onboarding, we confirm access permissions, document collection and any authority required for lodgements. You keep control of approvals and receive questions where a transaction or decision needs your input.
Common questions from NDIS providers
How do you track NDIA, plan-managed and self-managed payments?
We separate invoices by who is responsible for payment, then reconcile the relevant remittance or receipt to each invoice. This makes it easier to identify outstanding balances and direct follow-up to the right payer. The accounts can show each funding channel without merging everything into one deposit total.
What happens when an NDIS claim is rejected or only partly paid?
We keep the original invoice, remittance and any adjustment linked, and record the unpaid balance as an exception for your team. You decide whether a claim needs correction, further evidence or a credit. We update the financial records once that decision is confirmed, preserving a clear transaction trail.
Are all invoices paid from an NDIS plan GST-free?
NDIS funding alone does not decide the GST treatment. The support supplied, participant's plan and written agreement need review against the applicable rules. We gather the supporting records for your tax practitioner and keep confirmed GST-free and taxable items separate in the accounts.
How can support-worker timesheets connect to participant billing?
Use consistent shift or service references across approved timesheets and invoices. We can reconcile recorded hours, payroll costs and billed services, with differences raised for review. Your team confirms the applicable pay settings and claimable services; bookkeeping does not replace those employment and service-delivery decisions.
What financial records should an NDIS provider keep ready for review?
Keep issued invoices, remittance advice, receipts, credit notes, supplier bills and approved payroll records linked to the relevant transactions. A reconciliation log helps explain adjustments and unpaid balances. We can organise these financial records; questions about provider registration or service compliance should go to the relevant specialist.
Further guidance: ATO: GST and NDIS supplies ↗
