NDIS Record Keeping: What You Need and How to Stay Audit-Ready
Natalie Miller
on
Record Keeping & Audits
Record keeping is one of the most important — and most underestimated — responsibilities that comes with self-managing an NDIS plan. It doesn't have to be complicated, but it does need to be consistent. If the NDIA ever reviews your plan, your records are the evidence you'll rely on.
What Records Do Self-Managed NDIS Participants Need to Keep?
Invoices — every invoice from every provider, for every support claimed
Proof of Payment — bank statements or payment confirmation emails
Service Agreements — written agreements outlining the supports, rates, and terms
Timesheets or Attendance Records — for supports where hours are invoiced
Claim Records — a record of every claim submitted, including date, amount, and provider
How Long Do You Need to Keep NDIS Records?
The NDIA requires self-managed participants to keep records for a minimum of five years. This applies to all invoices, payment records, and supporting documentation.
What Is an NDIS Audit?
An NDIS audit is a review of a self-managed participant's records by the NDIA to verify that NDIS funding has been used appropriately. Audits can be triggered by routine compliance checks, unusual patterns in claiming, or errors in submitted claims.
How to Stay Audit-Ready Without the Stress
Process invoices as they arrive
A weekly habit of processing and filing invoices means your records are always current and nothing gets lost.
Use a searchable storage system
Capsure stores all invoices in a filterable, spreadsheet-style table — searchable by provider, date, support category, or amount — so any record can be retrieved in seconds.
Reconcile regularly
Periodically check that your submitted claims match your received deposits, and that all invoices have been paid. Reconciling monthly prevents surprises.
Frequently Asked Questions
How long do I need to keep NDIS records?
At least five years. This includes invoices, payment evidence, and any relevant service agreements or supporting documentation.
What triggers an NDIS audit?
Audits can be triggered by routine compliance checks, unusual patterns in claiming, complaints, or errors in submitted claims. Not all audits indicate wrongdoing.
Do I need to keep original paper invoices?
Digital copies of invoices are generally acceptable for NDIS record keeping purposes, as long as they are legible, complete, and accessible.
What should I do if I receive an audit notice?
Gather your records for the period specified, organise them clearly, and respond within the timeframe given. If you have complete, accurate records, the process should be straightforward.
Does Capsure help with NDIS audits?
Yes. Capsure stores all your invoices in a searchable, filterable table. If you receive an audit notice, you can filter records by provider, date, or support category and retrieve the relevant invoices immediately.
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