Why Record Keeping Matters
Proper record keeping is a legal requirement for NDIS support workers, whether you are a sole trader or work for a provider. Good records protect you during audits, support continuity of care for participants, and make tax time straightforward. The ATO requires businesses to retain records for at least five years.
Records You Must Keep
- Invoices: A copy of every tax invoice you issue, including the PAPL billing code, hourly rate, participant NDIS number, and your ABN.
- Progress notes: A progress note for every shift you work, documenting activities performed, goals addressed, and outcomes observed.
- Service agreements: Copies of any service agreements signed with participants or their plan managers.
- Timesheets: Records of hours worked, including start time, end time, and shift type (weekday, weekend, night, etc.).
- Receipts and expenses: Business expense receipts for tax deductions (e.g., travel, supplies, insurance).
- Incident reports: Documentation of any incidents, injuries, or safeguarding concerns.
How Long to Keep Records
Under Australian tax law, you must keep business records for a minimum of five years from the date you lodge the relevant tax return. NDIS-specific records (progress notes, service agreements, incident reports) should also be retained for at least five years, though some organisations recommend seven years for participant-related documentation.
Digital vs Paper Records
The ATO accepts digital records as long as they are legible, complete, and stored securely. Digital storage is recommended over paper because it is easier to organise, search, and back up. CareVoice stores all your invoices and progress notes locally on your device with AES-256 encryption, providing a secure digital record of every shift.
Tips for Better Record Keeping
- Complete your progress notes immediately after each shift while details are fresh
- Use consistent naming conventions for files and folders
- Back up digital records regularly
- Keep personal and business records separate
- Use the correct shift rates on every invoice to avoid corrections later
CareVoice Simplifies Record Keeping
CareVoice automatically creates and stores invoices and progress notes from your voice recordings. Every record includes the correct PAPL code, shift rate, and participant details. Your invoice vault provides a searchable history of all past invoices, making tax time and audit preparation simple. Calculate your shift earnings before recording, then let CareVoice handle the documentation.