NDIS Audit-Ready Compliance Engine

Our last mid-term audit took two solid weeks of prep. We were pulling records from email, spreadsheets, three different systems, and still worrying we’d missed something. With RomeoHR, the auditor asked for samples and we literally downloaded the invoice reports and participant files in a couple of clicks. Every shift, note, and claim was already linked and laid out clearly. They actually told us it was one of the cleanest evidence packs they’d seen. For the first time, an audit felt controlled instead of chaotic.

The biggest relief is knowing every card expiry and licence is tracked automatically. Before RomeoHR, we had a spreadsheet for Blue Cards, another for NDIS Worker Screening, and reminders buried in someone’s calendar. We’d only discover an expiry when we were rostering a shift - or worse, during an internal review. Now the system flags upcoming expiries, sends reminders, and keeps everything in one place. No more scrambling, no more ‘oh no’ moments - just confidence that our workforce compliance is under control.

The biggest difference with RomeoHR is that they understand NDIS audits. They didn’t just sell us software — they helped us rebuild how we structure our documentation so everything lines up with the Practice Standards. We walked through real scenarios from our last audit, and they showed us how invoices, shift notes, risk incidents, and worker records all connect inside the system. Now, when our auditors ask for evidence, it’s already organised the way they think. It feels less like a software rollout and more like having an NDIS compliance partner on our side.

Our admin team actually likes using it - which is saying something. The app is simple for support workers in the field, and the backend gives us visibility we’ve never had before. We can see shifts, notes, invoices, and compliance flags in one place instead of chasing five different systems. New staff pick it up quickly, and our existing team keep saying, ‘Why didn’t we have this years ago?’ It’s taken so much friction out of day-to-day admin.

We delayed switching because we thought we didn’t have time. The irony is we were losing 40–50 hours a week to admin chaos - chasing timesheets, fixing invoices, and pulling records together every time an audit or review came up. I kept saying, ‘We’ll look at software when things quieten down,’ but they never did.

RomeoHR’s team handled most of the heavy lifting — they imported our data, set up our invoicing and payroll rules, and trained the team in short, focused sessions. Within a month, our audits, payroll, and invoicing were smoother than they’d ever been. We’re no longer staying back late to fix mistakes, and I finally feel like we’re running the business instead of constantly reacting to it. The ‘no time’ excuse cost us more than the transition ever did.