Back-Office Help For NDIS Providers
Admin shouldn’t swallow your week. Boutique Caring runs the back office so you can stay with clients and keep control of your book and your time.
You keep visibility while the heavy lifting sits with us.
This approach cuts noise, saves time, and keeps money moving. You get clear steps, real support, and simple tools. Nothing fancy - just what works.
The Short Version
Most people only need a short checklist to get started. You can get through the list in a day and keep your current setup. The steps are plain and easy to follow and help is there if you want a hand.
You stay in charge of who you see and how you work. The admin stays with us so your week stays productive. If any rules change, we’ll send you a quick message with the update - you don’t need to learn any new software.
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Invoices sent, lodged, tracked, and paid to you shortly after funds clear.​
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Calls handled with NDIA or plan managers once consent is in place.
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Screening dates, agreements, and policies kept current.
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Audit work covered.
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No client capture.
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Simple, flat 10% fee and no minimum invoice.
​Billing & Payouts
Email invoices to us in your usual format. You receive a professional remittance that makes balancing fast and easy. The process is the same each time so it’s easy to get used to.
Totals are clear, and GST lines are easy to check. If a code needs a change, you get a note before resubmitting. Your records stay neat for tax time.
Predictable Payment Timeframes
When upstream funds arrive, payment to you follows within 24 hours. If there’s a hold-up, you get a short update and a new time frame. There are no extra hoops to jump through.
There is no chasing in the dark - you see what moved and why it moved. Your cashflow stays steady and predictable.
Micro Bills Welcome
Fifteen-minute calls and quick visits are fine to submit. Handy during quiet weeks or when building hours back up.
You do not need to batch small items to make it “worth it.” Each minute has value.
Bill them as you go and keep the day clean. The remittance will still show every line - your totals add up with no extra steps. Keep momentum even on lighter days.
Calls You Don't Have To Make
Give third-party consent and hand over the hold music. Issues are chased and coded for you the right way. You stay with clients while we handle the queue.
Notes land in your inbox so you stay in the loop. You can jump back in at any point.
Simple Notes, Clear Next Steps
You see what was raised and what changed. If a claim needs a tweak, we’ll send you a note to let you know about it.
Each note tells you the action taken and the next action due. Old notes remain on file for later checks.
Dates, Forms, And Checks - Handled
Worker checks, agreements and policy dates are tracked for you. You don’t need to read through rule changes after hours.
Alerts show what needs attention and when, giving you time back for client work. Forms are short and written in plain English.
Reminders Before Deadlines
You get a quick nudge before anything expires. All documents sit in one place for easy access. Renewals are flagged with time to spare and the steps are listed so you can act fast.
If something is missing, you get a clear list of what those things are. Nothing slips past the date. You won’t be caught short during an audit because the system keeps you ahead of the curve.
Audit Ready, All Year Round
Audit prep and record work sit with Boutique Caring - there are no audit fees sent your way. Save the days that audits usually chew up while your files stay ready for review.
Files are tidy and ready when checked. Questions are answered with documents on hand so you can point to the latest version every time.
Documents That Match The Rules
When NDIS standards shift, wording is refreshed and filed. You can point to the latest version when asked. You won’t need to rewrite documents - the version history is simple to see.
Consent, Privacy & Records
Consent first, then access. Only people who need to see a record can view it. Access is limited and logged and storage follows clear security steps.
Sensitive items stay locked down and you can see who has access at any time. Changes are recorded and reviewed. The set-up is tight and predictable.
Need-To-Know Only
Access is logged and checked on a regular cycle. Files are stored securely and shared with care. If access is no longer needed by someone, it is removed. All requests are recorded and answered in writing.
You always know who can see what. Auditors can be shown the log if they ask. Staff know the rules before they touch a file - this keeps trust high and risk low.
Training Built For Busy Weeks
Short core modules help teams stay safe on duty and consistent in their standards. Each session is brief and easy to complete. Topics cover the basics people need to know for the day to day. New starters can pick this up without fuss.
Content fits around a real-life week. You can roll it out to new staff with little delay and timing in sessions stays tight.
Training Logs Ready To Send
Download completion records in seconds and meet requirements without losing a day to courses. Records show dates and completed modules which you can give as proof to anyone who asks.
Updates roll out without extra admin. The file names are clear and dated. You can keep a copy on file for audits and sharing is as simple as an email.
From First Call To First Payout
The set-up is light and quick and you always be prepared for what comes next. A short checklist guides you through the steps - which most people finish within a week.
Support is there if you get stuck. You can move at your pace and nothing is forced or rushed. Each step is confirmed as you go.
Step 1: Quick Chat
Share your set-up and goals with us. The call is plain and practical and you leave with easy next steps.
Bring your questions and get clear answers. If there’s a better idea, we’ll let you know. Time on the call is well used - there’s no sales pitch.
Step 2: Info Pack & Agreement
You receive an info pack and a simple agreement. Minor terms can be adjusted if needed - then you sign when you’re ready.
Changes are confirmed in writing so you know exactly what you’re agreeing to.
Step 3: Set-Up & Consent
Send documents through a secure link and sign third-party consent. Once consent lands, action starts.
You can add items later if needed. File checks are quick - nothing gets stuck in a portal. You always know what’s pending.
Step 4: Send Your First Invoices
Email your invoice to the accounts inbox where claims are lodged and tracked for you. You can keep your current invoice layout.
If codes need a change, you’ll be told via a quick message so you’ll know when each claim is moving.
Step 5: Payment To You
Funds move from the holding account to you after they clear upstream. A remittance arrives so you can reconcile fast.
Timing stays predictable. If a payer delays, you’ll get a heads-up. Payment follows as soon as the funds arrive.
Providers Who Benefit
This model fits providers who want less admin and more paid client time. It works fine for small teams and growing groups too.
If you want control of your book, it suits you. If you value clear rules, you’ll like it. If you dislike portals and forms, you’ll love it.
Behaviour Support Work
High hourly rates make admin a costly swap when reports and travel time can be billed a better way. You get fewer gaps in your week and plans move without delay.
Calls and codes are handled for you so you can focus on outcomes instead. Records stay clean for reviews and your time goes where it counts.
Psychology, Speech, OT, Physio
Psychiatry, speech, OT and physio - keep sessions flowing with standardised billing which reduces rework. Notes are short and clear.
Bookings stop slipping due to admin and time goes back to clients. Reports are easier to claim without needing to chase and make follow-ups.
Independent Support Workers
Work without the burden of registration on your shoulders. Choice and control stay with the participant and with you. Short shifts can be billed without fuss and your name stays on your work.
You keep your list and your rates. That lets hours add up again and time spent on paperwork shrinks to minutes.
SIL And Accommodation
Keep services moving while registration is in progress. When it lands, your pipeline is already active so claims won’t sit idle.
Keep momentum during times of change while your files stay tidy and ready for checks.
Billing stays on track so service delivery doesn’t stall.
One Flat Rate
One flat 10% rate keeps the maths simple. There are no tiers, add-ons, or minimums.
Quotes are easy to give and easy to check. You know what will land in your account.
Clients Stay With You
All your files remain in your name and lists never sit behind someone else’s ABN - your book stays your asset. Referrals move only with consent and you decide who you see and when.
Service Standards
Messages sent during business hours get a reply within 24 hours. Urgent issues are moved to the front of the queue. You can ask for a call if that’s easier.
National Coverage
Phone and email support is available across Australia. Help is one message away and calls can be booked when needed. It’s the same process each time - because it just works.
Speak To Someone Who Can Help
Share where you are now and where you want to get to.
Call 0431 797 017 (Mon–Fri, 8:30 am–5 pm) or email admin@boutiquecaring.com.au for a clear reply by the next business day.