What records should you keep?
- Invoices.
- Support logs.
- Rosters or bookings.
- Progress or case notes.
- Service agreements.
- Payment records.
- Relevant incident records.
- Records of agreed travel or cancellations where applicable.
Your records should tell one story
Service agreement → booking → progress note → invoice → payment. Those records should make sense together.
One shift. One clear story.
Keep records secure and retrievable
Accurate records are only useful if you can find them when needed. Use a secure, consistent filing system with sensible access controls and backups.
Check current retention requirements
NDIS and other Australian record-keeping requirements can change or differ depending on the type of record. Check the current official requirements that apply to your provider and business circumstances.
Frequently asked questions
Do independent NDIS support workers need to keep records?
Providers need complete and accurate records of supports delivered. The exact records and retention periods can depend on the support and other obligations that apply to the business.
Should progress notes match the invoice?
They should accurately reflect the same support that was actually delivered. The wording does not need to be identical, but the records should make sense together.
Can I delete an invoice once I have been paid?
Do not assume payment ends the record-keeping requirement. Check the current official retention rules that apply to your records.