NDIS & Sole Trader Guide

Starting out as an NDIS sole trader can be a great way to forge a flexible business and deliver disability supports to those who need it most. The rules and regulations, however, can feel like a maze at first. Your next steps will likely come down to three things: whether you need to register, whether you or your workers need an NDIS worker screening check, and how you’ll invoice so you actually get paid on time. Here’s what to do.

Do you need to be a registered NDIS provider as a sole trader?

A sole trader can deliver NDIS supports in a few different ways, depending on how a participant’s plan is managed:

• If the participant is NDIA-managed, they must use registered NDIS providers.
• If the participant is plan-managed or self-managed, they might be able to use unregistered providers. However, some funded supports can only be purchased from a registered provider, and this depends on the type of support.

A good way to think about it is that your registration pathway influences who you can work with, how you claim payments, and the compliance steps you’ll need to complete.

It makes sense to register with the NDIS Commission if:

• You want to work with NDIA-managed participants.
• You want to offer supports that need registration under the NDIS rules (even if you also work with plan-managed and self-managed participants).
• You want to use established systems and processes that can make claiming and reporting easier.

If you’re unsure, check how your clients’ plans are managed and what support category you’re delivering before you lock in anything.

Setting up as a sole trader: basics

Before you worry about portals and processes, make sure the business fundamentals are sorted. You’ll need an Australian Business Number (ABN) for day-to-day business activities, invoices, GST and more. You’ll also want a set of contact details, a consistent business name (even if you trade under your personal name), and a basic record-keeping system.

This matters because good admin makes it easier to show professionalism and respond to requests for information. Having your information on hand helps if you ever need to prove your suitability or resolve a dispute.

Registering with the NDIS Commission

If you decide – or need – to become registered, the NDIS Commission runs the registration process. You’ll apply through the Commission’s systems, give all the information about your organisation (even if it’s just you), list your key personnel, and complete the steps for your registration group.

Even as a sole trader, you still have governance obligations. After all, you’re effectively the person responsible for making sure your services are safe and delivered in line with NDIS expectations.

The NDIS Commission uses the term ‘key personnel’ for the people in charge of, or strongly influencing, how services are delivered. In a sole trader set-up, that will be you. Key personnel are tied into suitability checks and compliance expectations. In some cases, they are also involved with screening requirements. As your business grows with sub-contractors or employees, your key personnel list and responsibilities will change – so it’s important to keep your registration details up to date.

NDIS Worker Screening Check

The NDIS Worker Screening Check is run by your state or territory’s worker screening unit. It decides whether a worker is ‘cleared’ or ‘excluded’ from certain work with people with disability. It makes sense because employing workers with clearances helps protect participants and ensures safer service delivery.

If you’re unregistered

Unregistered providers generally aren’t legally required to have staff screened, but the Commission recommends it for safety and peace of mind. It’s also worth knowing that self-managed and plan-managed participants can decide whether workers supporting them must have a clearance.

If you’re registered (or you’re both worker and provider)

If you’re a sole trader and you’re also the person delivering support (the ‘worker’), you might still need to meet worker screening expectations that apply to your circumstances. There are extra considerations for sole traders and self-employed people, including how you’re treated in the system.

The NDIS worker screening database

The NDIS worker screening database (NWSD) is a national register of workers who have completed or applied for the check, and it’s updated with ‘cleared’ or ‘excluded’ status. Providers can use it to identify workers, check status, monitor changes over time and more.

Unregistered providers can apply for access to this database through the unregistered providers portal, then log in and link workers to their organisation to check and stay on top of clearances.

How to manage screening and verification

• The worker applies for an NDIS worker screening check through their state or territory’s screening unit and nominates you (the provider/employer) in the application.
• You use the database to verify the relationship. You’ll get a request to respond to.
• You monitor the worker’s status over time. Clearances can change, and checks have an expiry cycle.

Delivering quality services and staying compliant

Whether or not you’re registered, you’re working in a highly regulated sector. There are expectations around safe and respectful support, especially when you work with vulnerable people, including children.

The NDIS Commission can take action regarding non-compliance and publishes guidance on compliance and enforcement approaches. If you’re delivering support, don’t treat compliance as paperwork to be handled later. Instead, bake it into your weekly operations so you’re not scrambling when a complaint comes in or an auditor asks for evidence.

Some habits that can help include:

• Document all incidents, complaints, follow-ups, and related items, even if they seem minor.
• Keep service agreements and notes consistent across jobs.
• Make it easy to show how you assessed risk or handled a request.
• Use online platforms and tools (i.e. for your bookkeeping records), so they aren’t stuck across texts and random invoices.

Invoicing and getting paid as an NDIS sole trader

If you work with plan-managed participants, you’ll usually invoice the plan manager. If you work with agency-managed participants as a registered provider, you’ll claim through the NDIA channels used for provider payments. Either way, having accurate invoices and clear descriptions of the services provided helps ensure you get paid on time.

Our advice is to keep one template that always includes your ABN, contact details, service dates, and the total payable, so nobody has to chase you for missing fields.