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How to Run a Successful NDIS Business in Australia – Compliance, Financial Management & Trinity’s Expert Support

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Running an NDIS (National Disability Insurance Scheme) business in Australia offers not only a rewarding opportunity to make a positive impact on people's lives, but also a chance to grow a strong, ethical, and sustainable enterprise. However, the NDIS sector is complex, heavily regulated, and comes with strict compliance, reporting, and financial management requirements.

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At Trinity Accounting Practice, we’ve supported NDIS providers across Australia — from sole traders to multi-location service providers — helping them stay compliant, manage their finances, and thrive in a challenging yet vital sector.

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In this blog, we’ll cover:

• ✅ What is the NDIS and who can be a provider?
• ✅ How to set up and structure your NDIS business
• ✅ NDIS registration and compliance obligations
• ✅ What expenses NDIS providers can claim
• ✅ Bookkeeping, payroll, and reporting for NDIS
• ✅ How Trinity Accounting Practice supports NDIS businesses

1. What Is the NDIS & Who Can Be a Provider?

The NDIS is a government-funded program that supports people with permanent and significant disabilities. It empowers participants to choose their own services and providers.

NDIS providers are individuals or businesses delivering approved services to participants. Services can include:

• Personal care
• Therapy
• Cleaning
• Gardening
• Transport
• Support coordination
• Plan management
• Community access
• Assistive technology
• Accommodation

You can be either:

• Registered NDIS Provider – registered with the NDIS Commission
• Unregistered Provider – still able to serve self-managed or plan-managed participants

2. How to Set Up an NDIS Business in Australia

Step 1: Choose a Business Structure

Common options include:

• Sole Trader – low-cost and simple but offers no legal separation
• Company – separate legal entity, preferred for liability protection and scalability
• Trust – useful for asset protection and tax planning
• Partnership – good for joint ventures

📌 Trinity can help you choose and set up the right structure for your NDIS business.

Step 2: Apply for an ABN and Register for GST

You’ll need an ABN and must register for GST if your revenue exceeds $75,000 per year.

3. NDIS Provider Registration & Compliance

Should You Register?

Registered providers must meet strict guidelines but can service all participants, including those managed by the NDIA. Unregistered providers can only serve self-managed and plan-managed participants.

Steps to Register:

1. Complete the NDIS online application
2. Engage an NDIS-approved auditor
3. Submit a Self-Assessment
4. Undergo a Verification or Certification Audit
5. Get approved by the NDIS Commission

📌 We work with NDIS registration consultants who can assist with this process.

Ongoing Compliance Requirements:

• Follow the NDIS Code of Conduct
• Meet NDIS Practice Standards
• Maintain participant records
• Report incidents and complaints
• Ensure staff are qualified and screened

4. What Expenses Can NDIS Providers Claim?

NDIS businesses can claim a wide range of deductions, including:

✅ Staffing Costs

• Wages
• Superannuation
• Payroll tax
• Workers compensation
• Onboarding and training

✅ Motor Vehicle & Travel

• Kilometres travelled to participant appointments
• Vehicle expenses (fuel, rego, servicing)
• Tolls and parking
• Logbooks for business use

✅ Office & Admin Expenses

• Rent or home office use
• Internet and mobile phone bills
• Stationery and printing
• Computers, tablets, and other hardware

✅ Professional Fees

• Legal and HR consultants
• Accounting and tax advice
• NDIS registration consultants
• Audit fees

✅ Insurance

• Professional indemnity
• Public liability
• Cybersecurity
• Business insurance

✅ Marketing and Branding

• Website and domain fees
• Graphic design
• Advertising and SEO
• Social media campaigns

✅ Subscriptions & Software

• Plan management tools (e.g., Careview, ShiftCare, Brevity)
• Scheduling apps
• CRM systems
• Accounting platforms like Xero

📌 Trinity ensures every legitimate expense is claimed, reducing your taxable income and increasing your cash flow.

5. Bookkeeping & Payroll for NDIS Providers

NDIS providers must maintain accurate financial records to:

• Stay compliant with the NDIS Commission
• Lodge BAS and tax returns correctly
• Track funding received and services delivered
• Pay staff and contractors

Use a Cloud-Based System

We recommend Xero, which integrates with most NDIS apps and simplifies:

• Payroll
• Invoicing
• Bank reconciliation
• Superannuation
• GST and BAS

Payroll Tips for NDIS Providers:

• Ensure you pay Award rates (SCHADS Award)
• Lodge Single Touch Payroll (STP) each pay run
• Pay superannuation by the quarterly due dates
• Use timesheets to track service hours

6. Tax Obligations for NDIS Providers

Here’s what you need to know:

BAS (Business Activity Statement)

If registered for GST, you must lodge:

• Monthly or quarterly BAS
• Report GST collected and paid
• Claim input tax credits

Income Tax

• Sole traders report business income in personal tax return
• Companies pay a flat corporate tax rate (25% for small businesses)
• Trusts distribute profits to beneficiaries

Annual Financial Reports

• Companies must lodge financial reports with ASIC
• Registered NDIS providers may be audited
• Plan managers have higher reporting standards

7. Risk Management & Record Keeping

NDIS providers are expected to keep accurate records, including:

• Client agreements
• Service delivery logs
• Invoices and payments
• Incident reports
• Staff credentials and checks
• NDIS funds received and allocated

Trinity will help you:

✅ Set up recordkeeping systems
✅ Ensure compliance with retention periods
✅ Store financial documents securely via SuiteFiles or Xero

8. Common Mistakes to Avoid

Many new providers run into these issues:

🚫 Mixing personal and business finances
🚫 Not registering for GST on time
🚫 Paying staff incorrectly under the wrong award
🚫 Losing receipts and documents
🚫 Not tracking NDIS claims and allocations
🚫 Failing to engage an accountant experienced with NDIS

✅ We help you avoid these with hands-on support and practical guidance.

9. Growing Your NDIS Business

Once you're compliant and operational, it’s time to grow. Here’s how:

• Use NDIS marketing directories like Clickability or MyCareSpace
• Build relationships with Support Coordinators
• Offer value-added services (e.g., transport + personal care)
• Invest in client feedback and testimonials
• Expand your geographic reach
• Consider additional registration groups

📌 Trinity can help with budgeting, forecasting, and strategy sessions to expand your NDIS business sustainably.

10. How Trinity Accounting Practice Supports NDIS Providers

We’re proud to support dozens of NDIS businesses across Australia — from sole trader support workers to multi-service companies.

Here’s what we provide:

✔️ Business Setup & Structure

• ABN, TFN, GST registration
• Company or trust setup
• Legal structure review for tax benefits

✔️ Xero Bookkeeping & Software Integration

• Xero setup, training, and automation
• Integration with ShiftCare, Brevity, or other tools
• Regular bank reconciliations

✔️ Payroll & Superannuation

• Award-compliant payroll processing
• Leave tracking
• Super payments and EOFY summaries

✔️ BAS, Tax, and NDIS Reporting

• BAS lodgements
• Tax return preparation
• Income reporting for audits or grants

✔️ Strategic Financial Advice

• Budgeting and forecasting
• Profitability analysis
• Support with funding grants or expansion

11. Why NDIS Businesses Trust Trinity Accounting Practice

We understand the NDIS landscape better than most accountants. Why?

✅ We are NDIS-registered ourselves and know the process
✅ We’ve helped new providers get registered, setup, and scaled
✅ We understand plan management, price guides, and the SCHADS Award
✅ We offer after-hours and weekend appointments
✅ We are available when you need us most – tax time or compliance deadlines
✅ We help clients in Sydney, Melbourne, Brisbane, Perth, and regional areas

Ready to Take Your NDIS Business to the Next Level?

If you're serious about compliance, financial health, and sustainable growth, partner with the experts who understand the NDIS from the inside out.

👉 Trinity Accounting Practice
✅ Accounting Firm in Beverly Hills
📍 159 Stoney Creek Road Beverly Hills NSW 2209
☎️ 02 9543 6804
🌐 www.trinitygroup.com.au
📅 Booking Link: https://calendly.com/ramy-hanna

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