NDIS progress notes

Write a short note after every shift: the date and times, what support you gave, how the participant went and any goals worked on or incidents. Notes back up your invoices: the NDIS can ask providers for records of the supports they claimed.

Records the NDIS asks providers to keep

According to ndis.gov.au (Invoicing and record keeping, checked 30 October 2026), records should show at least:

the participant's name and NDIS number
the date or dates, and the total hours or quantity of support
the type of support
where the support was delivered

Providers should also keep the service agreement, any approved quotes, evidence of the quantity and type of support, staff rosters and final reports. If records are missing during a payment review, money may have to be repaid.

Progress note template

Date and time	Tuesday 20/10/2026, 9:00–12:00 (3 hours)
Support	`01_011_0107_1_1` Assistance with self-care, weekday daytime
Location	Participant's home
What we did	Morning routine, prepared breakfast together, walked to the shops for groceries.
Goals worked on	Independent meal preparation: Jordan chopped vegetables with prompting only.
Observations	In good spirits, mentioned knee pain on the walk back.
Follow-up	Let the support coordinator know about the knee pain.

Tips

Write the note the same day, while details are fresh.
Stick to facts you saw and heard; keep opinions out.
Use the participant's own words for how they felt.
Report incidents through the proper channel, not only in the note.

ShiftInvoice Pro keeps a progress note with every logged shift and turns a week of notes into one PDF per participant, next to the invoice.

See Pro

Questions

Do I send progress notes with my invoice?

Usually not: plan managers pay from the invoice. Keep the notes and share them when the participant, their nominee or the NDIA asks.

How long should a note be?

A few sentences per shift is enough if it covers the support given, how the participant went and anything that needs follow-up.