Setting Up Accounting for a Support Coordination Practice
A practical guide to support coordination accounting: chart of accounts, GST, the 90-day claim window, non-billable time and BAS for a solo NDIS practice.
Start with the numbers that actually matter
Sole trader or company: pick the structure first
Do you need to register for GST?
Choose cloud software and set up a separate bank account
Build a chart of accounts around billable time
Track billable and non-billable time, not just invoices
The 90-day claim window changes your invoicing discipline
Keep your books conflict-of-interest ready
Set aside for tax, GST and super before you spend
Reconcile monthly and lodge your BAS on time
Records to keep, and for how long
A setup checklist for your first fortnight
Frequently asked questions
Do support coordinators charge GST on their invoices?
Most support coordination delivered to a participant with an NDIS plan is GST-free, so you generally do not add GST to those claims. You must still register for GST once turnover reaches $75,000, and registration lets you claim credits on business purchases. Confirm the treatment of any specific service with the ATO or a tax agent, because misclassifying GST is costly to correct.
What accounting software is best for an NDIS support coordination practice?
Any of Xero, MYOB or QuickBooks works well because all offer bank feeds, BAS reporting, invoice tracking and integration with time-tracking tools. Choose based on price and whether your bookkeeper or tax agent already supports it. Avoid running a practice on a spreadsheet, as it will not stand up to an NDIA payment query or the 90-day claim deadline.
How much should a sole trader coordinator set aside for tax?
There is no single rate, but many solo coordinators park roughly 25-30% of each payment for income tax plus any GST owed, moved into a separate account the day it lands. Your correct percentage depends on your total income and marginal rate, so have a registered tax agent set it. Setting aside as you go prevents a nasty bill at lodgement.
How does the 90-day claim window affect my bookkeeping?
From 1 December 2026 you must submit a claim within 90 days of delivering the support, down from 2 years, or you lose it entirely. That forces same-day or weekly time recording, a fixed claiming cycle, and a fortnightly review of unclaimed services. Confirm the commencement date against health.gov.au and the Federal Register before treating it as settled.
Do I need to separate my accounts if I only do support coordination?
Yes. Keep a dedicated business bank account even as a sole trader, because mixing personal and practice money destroys your audit trail and weakens any conflict-of-interest defence. With the NDIA scrutinising SC invoicing closely, being able to show clean, single-service records that reconcile line by line to logged hours is a practical necessity, not just good hygiene.