NDIS bookkeeping, payroll and tax
NDIS bookkeepers and accountants for providers across Australia
Your time belongs with the people you support, not with claims, pay runs and reconciliations. We are NDIS bookkeepers and accountants for registered providers, sole-trader support workers and organisations with staff, based on the Gold Coast and working with providers anywhere in Australia.
Let's streamline your financials so you can focus on what matters most.
What this sector gets wrong in Xero
Spend less time chasing payments
Can you trace each payment back to the support delivered? We help connect your invoices, claims and bank receipts so you can see what has been paid, what is outstanding and what needs follow-up.
Plan-managed and self-managed money mixed
Payments arrive from plan managers, participants and the agency into one account, coded as a single income line. Nothing can be traced back afterwards.
Claims and receipts that do not match
A submitted claim, an approved claim and a bank receipt are different stages. If those stages are not connected in your records, it becomes difficult to identify unpaid invoices, part payments or claims that need attention.
No participant-level view
Without tracking categories you cannot show what was delivered to whom, which is the first thing an auditor asks for.
Payments entered as Receive Money
An NDIS payment that arrives as one lump sum, or short of the invoice, gets entered as Receive Money. That counts the income twice, and any GST twice, while the original invoices still show as unpaid.
What we do
Set up so an audit finds what it is looking for
1
Separate the three payment paths
Plan-managed, self-managed and agency-managed each get their own treatment in the chart of accounts, so income is traceable to its source from day one.
2
Participant-level tracking
Tracking categories rather than a duplicated chart of accounts, so you can report by participant or by service without rebuilding anything.
3
Claims lodged, invoices raised
We can lodge your claims through the NDIS provider portal, the one you log into with PRODA. For plan-managed participants, we raise the invoices and send them to their plan manager.
4
Payments allocated to the right invoices
When a payment arrives as one lump sum, or does not match the invoice, we allocate it across the matching invoices, or to the right invoice with an adjustment for the difference. Anything outstanding stays visible.
5
Reporting your board and auditor accept
Reports produced on a set date each month, in a format that answers the questions before they are asked.
SCHADS award payroll
NDIS payroll your support workers can rely on
We can run your pay runs, or set them up in Xero and train your staff to run them, whichever suits you.
Pay items for each classification
Set up for the award classifications and levels your support workers are paid under.
Penalty rates and shift loadings
Checked for weekends, public holidays, overtime and broken shifts.
Leave accruals and super
Checked, so leave balances and superannuation come out right.
Allowances
Travel and kilometre allowances set up as their own pay items.
Tax and year-end
Tax returns for NDIS providers, from the books we already keep
As your NDIS tax accountant, we prepare your year-end accounts and your tax return from the same reconciled Xero file we keep through the year.
Tax returns for every structure
Company, trust and sole trader returns for NDIS providers.
Financial statements and year-end accounts
Prepared from books that were reconciled through the year.
Before and after
From spreadsheets to a payroll run you can trust
Most providers lose hours a week to fixing errors, chasing invoices and handling the same data twice.
Before
Spreadsheets and manual timesheets. Staff underpaid, or award rates applied by hand. Inconsistent or late invoicing. Hours spent reconciling funding claims. No clear view of what each funding stream actually costs to deliver.
After
Timesheets flowing into Xero payroll instead of being retyped. Pay items, award rates and superannuation set up once and applied every run. Invoices raised from an item list, so the code and the rate are already right. Claims reconciled as they are paid rather than twelve months later. Reporting by funding stream, available on any day you want it.
Our Xero training packages suit NDIS providers' staff too, so your own team can keep it running.
Xero training for your team
Proof
A provider we work with
The SCHADS increase used to take a full day. Now it is one pass down a list.
Award rates now live on the pay items, so the July increase is a single pass down a list of classifications rather than a pass through every employee. Because the work is per classification rather than per person, growing the team no longer grows the July workload.
An NDIS disability support provider running a workforce of forty
NDIS and disability support
Questions from this sector
Questions we are asked most
Can you work with our plan management software?
In most cases yes, and where a direct connection is not available we set up a repeatable import instead. Tell us what you use on a call and we will confirm before you commit to anything.
Can you do NDIS payroll under the SCHADS award?
Yes. Pay items, allowances and penalty conditions are configured against the award your support workers are actually paid under, rather than Xero's defaults.
What do you need from us for an audit?
If the file is set up as above, very little. Participant-level reporting and reconciled claims are already there, which is most of what gets asked for.
We are a small provider. Is this overkill?
No. Small providers carry the same reporting obligations with fewer people to meet them, which is exactly when a system that does the work for you pays off.
Are you an NDIS accountant, or an NDIS bookkeeper?
Both, and for an NDIS provider they are hard to separate. The award interpretation sits in the payroll, the payroll drives the BAS, and the funding split has to survive an audit. Splitting that across two firms is where providers lose track of it.
Can you lodge our NDIS claims?
Yes, we can lodge claims through the NDIS provider portal, the one you log into with PRODA. For plan-managed participants, we raise invoices and send them to their plan manager.
Can you handle our NDIS invoicing?
Yes. For plan-managed participants we raise invoices and send them to the plan manager. We can also set your invoices up from an item list with recurring schedules, so the code and the rate on each one are already right.
Why don't our NDIS payments match our invoices in Xero?
NDIS payments often arrive as one lump sum, or as an amount that does not match the invoice. The fix is to allocate the payment across the matching invoices, or to the right invoice with an adjustment for the difference. Recording it as a Receive Money transaction instead counts the income twice, and any GST twice, while the invoices stay unpaid.
Do you prepare tax returns for NDIS providers?
Yes. As your tax accountant, we prepare returns for companies, trusts and sole traders, along with financial statements and year-end accounts.
Do you only work with NDIS providers on the Gold Coast?
No. We are based on the Gold Coast and work with registered NDIS providers anywhere in Australia, from sole-trader support workers to organisations with staff.
Can you train our staff in Xero?
Yes. Our Xero training packages suit NDIS providers' staff, whether you want your team running payroll themselves or simply reading the reports with confidence.
The free checklist
Download Your FREE Xero Health Check
Identify common bookkeeping errors and discover simple fixes for smoother financial management, written in plain English.