Bookkeeping basics for independent support workers
A plain-English bookkeeping guide for independent NDIS support workers: separate bank account, tracking income and expenses, keeping records, reconciling, and saving for tax.
Why bookkeeping is non-negotiable for sole traders
Open a separate business bank account
Track your income as it comes in
Track your expenses — and keep the evidence
Keep a car logbook if you drive for work
Keep your records for five years
Reconcile every month
Spreadsheet or app — which to choose
Set aside money for tax and super
Frequently asked questions
Do I legally need a separate bank account as a sole trader support worker?
No — as a sole trader you can legally use one account, but a separate business account is strongly recommended. It keeps work income and expenses apart from personal spending, so your bank statement becomes a ready-made record. It makes reconciling, tax time and handing records to an accountant far simpler, at no cost.
How long do I need to keep my invoices and receipts?
The ATO generally requires you to keep records that explain your tax position for five years from lodging the relevant return. For a support worker that's your sent and paid invoices, expense receipts, bank statements, car logbook, and tax and super records. Digital copies organised by financial year are fine and won't…
Should I use a spreadsheet or bookkeeping software?
Either works. A two-tab spreadsheet (income and expenses) is free and perfect when you're starting with few clients. Bookkeeping apps cost a monthly fee but import bank transactions, attach receipts, generate invoices and track GST. As your client list grows, an app usually saves enough time to justify its cost — which…
How much should I set aside for tax as an independent support worker?
A common rule of thumb is roughly 25–30% of your income, moved into a separate savings account as you're paid. Your real rate depends on your total income and circumstances, so confirm the right percentage with an accountant. Setting it aside each month means tax time is a transfer, not a shock.
What counts as a business expense I can record?
Costs incurred to run your support business: insurance, screening and background checks, first aid training, the work portion of phone and internet, work car costs or a logbook, consumables and PPE, app subscriptions, and accountant fees. Record each one and keep the receipt. Confirm anything uncertain — especially…
How often should I do my bookkeeping?
Record income and expenses as they happen — a few minutes after each shift or payment — and reconcile against your bank account once a month. This monthly rhythm keeps the task small, catches missed invoices and errors while they're fresh, and means you're never facing a year's worth of paperwork at tax time.