NDIS Audit-Ready Compliance Engine

Every day, RomeoHR quietly gathers your evidence across shifts, notes, invoices, staff records, and participant files - and turns it into clean, exportable, audit-ready reports. Instead of scrambling for paperwork 2 weeks before an audit, you log in and everything is already organised, linked, and traceable back to every shift and worker.

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Problem Section

Scattered Evidence = Serious Audit Risk

Even great providers fail audits - not because they don’t care, but because their evidence is scattered across different tools, email, WhatsApp, Google Drive, and paper files.

Right now, you might be:

  • Chasing staff for shift notes, case notes, incident forms, and timesheets days after the shift is done.
  • Manually rebuilding what happened in a week from invoices, rosters, and SMS threads when an auditor or plan manager asks questions.
  • Hoping worker screenings, Blue/Yellow cards, licences, and training records are all current - but only finding gaps when something goes wrong.
  • Keeping participant files across folders, email attachments, and random spreadsheets with no clear “this is the complete record” view.
  • Losing weekends to “audit prep” instead of running the business or spending time with your family.

You’re not failing. You’re just using systems that were never built for NDIS audits.

Always Audit-Ready, All in One Place

RomeoHR is an all-in-one, NDIS-specific workforce management platform that makes you audit-ready every single day, not just during “audit week”.

Our AI engine pulls together data from:

Rosters & shift attendance
Payroll & SCHADS interpretation
Invoices & claim history
Shift notes, case notes & incident reports
Support worker messages/chats
Participant onboarding, consent, service agreements, and documents
Worker screenings, licences, and training records

Then it connects every dot and keeps it packaged in clean, exportable reports = ready for your next NDIS, quality, or financial audit.

Compliance and Audit Engine Section
Life After RomeoHR Section

From Scramble Mode to Confident, Audit-Ready Operations

 Imagine this:

  • An auditor asks about a single invoice - you click it, and instantly see the linked shift, GPS-verified attendance, notes, consent, funding line item, and pay calculation, all in one report.
  • You open a participant profile and everything is already there: onboarding forms, consent, service agreements, completed shifts, invoices, claims, case notes, incident logs, and uploaded documents - in chronological order, printable in one click.
  • Your compliance dashboard shows which workers have expiring checks or licences next month, not last week, so you never get caught with an expired Blue or Yellow card during an incident.
  • Instead of spending nights stitching together evidence, you spend 15 minutes exporting reports and the rest of the week actually running your organisation.

That’s the shift from “reactive” to “calm, organised, and in control.”

Chloe Mitchell

Chloe Mitchell

Client Services Lead, NDIS Provider (WA)

★ ★ ★ ★ ★ (5 stars)

Our last mid-term audit used to mean two solid weeks of panic as Client Services Lead. I’d be pulling records from emails, spreadsheets, three different systems, and still worrying we’d missed something for a participant file. Since moving to RomeoHR, the auditor asked for samples and I literally downloaded the invoice reports and participant records in a couple of clicks. Every shift, note, incident, and claim was already linked and laid out clearly. They even commented on how easy it was to follow. For the first time, a participant audit felt controlled instead of chaotic.

Benjamin Clarke

Benjamin Clarke

Director of Operations, NDIS Provider (VIC)

★ ★ ★ ★ ★ (5 stars)

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.

Choose Your Level of Audit-Ready Control

Professional Premium Enterprise
Who it’s for: NDIS providers with 10–50 staff who need stronger audit proofing, SCHADS-accurate payroll, and end-to-end operational visibility. Who it’s for: Multi-site or growing NDIS providers ready to automate compliance checks at scale and maintain continuous audit-readiness across the business. Who it’s for: Larger or rapidly scaling NDIS providers who want a fully redesigned, audit-ready back office with done-for-you implementation and data migration.
Benefits : Benefits : Benefits :
End-to-end traceability from roster → shift → invoice → payroll in one system. AI-driven detection of missing evidence, risky patterns, and documentation gaps. A 90-day path to a fully compliant, automated NDIS back office built on RomeoHR.
Fewer audit surprises with alerts for missing notes, incidents, or documentation. Always-on compliance monitoring across documentation, payroll, governance, and incidents. Confidence that day-to-day operations line up with NDIS Practice Standards and your internal policies.
Clear workforce oversight with up-to-date screening, licences, and performance records. Big time savings for your admin and operations team, freeing them from manual audit prep. Reduced risk and stress with an “audit-proof by design” operating system and expert support.
Key features : Key features : Key features :
Invoice-linked audit packs showing shifts, attendance, notes, pay calculations, and claims in one report. AI engine that cross-checks invoices, shifts, notes, and chats for inconsistencies or missing pieces. End-to-end implementation and workflow design tailored to your organisation.
Built-in SCHADS award interpretation with accurate timesheets and payroll exports. Smart alerts for overdue incident reports, unsigned agreements, missing notes, and expiring checks. Managed data migration from legacy systems and spreadsheets into RomeoHR.
Worker screening & licence expiry alerts (Blue/Yellow cards, NDIS Worker Screening, licences, training). Advanced governance, risk, and incident reporting for internal reviews and NDIS audits. Embedded NDIS Back Office Operating System playbooks, processes, and reporting.
Centralised participant and worker records with exportable reports. Customisable compliance dashboards for leadership and quality teams. “Audit-Proof or We Pay” guarantee on any workflow we implement (as per your program terms).

The Day-to-Day Benefits of Being Audit-Ready

Always audit-ready, not “scramble-ready”

You don’t wait for an audit letter to get organised. Every shift, note, invoice, and pay run is kept in a traceable, exportable format from day one.

Evidence in one place, linked and searchable

Instead of hunting through six tools, you open RomeoHR, search by participant, worker, or invoice, and the full story appears in one click.

Zero-surprise expiries and gaps

The system tracks screenings, licences, training, consents, agreements, and incident records - and warns you early, not after something goes wrong.

Why NDIS Providers Love Romeo HR Section
Key Compliance Features Section

The Features That Keep You Audit-Ready Every Day

🧾 Invoice-linked audit reports
Every invoice is backed by a generated report showing: shift details, GPS attendance, case notes, incident forms, pay rates, and claim history - ready to download or share with auditors, plan managers, or the NDIA.
📁 Complete participant compliance file
Onboarding forms, consent, service agreements, care plans, completed shifts, invoices, fund usage, claim history, case notes, incident logs, and supporting documents are all stored in one place and exportable in a single pack.
🛂 Workforce screening & licence tracking
Track Blue/Yellow cards, NDIS Worker Screening, driver licences, qualifications, and training. See real-time status and expiry alerts before staff are rostered onto high-risk supports.
⚙️ Automated compliance checks
Built-in rules and AI checks highlight missing shift notes, overdue incident reports, unsigned agreements, and gaps in documentation - so you fix issues before an auditor finds them.
🔐 Secure, centralised document management
All evidence is stored in a secure, central system with access controls, audit logs, and clear version history - supporting the documentation and record-keeping expectations in the NDIS Practice Standards.
⬇️ One-click exports for audits and reviews
Download invoice packs, participant files, worker compliance reports, incident logs, and policy evidence in just a few clicks - formatted for NDIS and internal audits.
Olivia Ward

Olivia Ward

Compliance Officer, NDIS Provider (SA)

★ ★ ★ ★ ★ (5 stars)

The biggest difference with RomeoHR is that they genuinely understand NDIS audits from a compliance perspective. They didn’t just hand over a system and walk away - they helped us rebuild how we structure our evidence so it actually lines up with the Practice Standards. We went through real findings from our last audit, and they showed us how invoices, shift notes, incidents, worker screenings, and documents all connect inside RomeoHR. Now when auditors ask for evidence, it’s already structured the way they think. It feels less like using a piece of software and more like having an NDIS compliance partner on our side.

Emily Carter

Emily Carter

HR Manager, NDIS Provider (NSW)

★ ★ ★ ★ ★ (5 stars)

Our HR team actually likes using it - which is saying something. RomeoHR is simple for support workers in the field, and the backend finally gives HR the visibility we’ve never had before. We can see staff files, checks, contracts, training, shifts, notes, and compliance flags in one place instead of chasing five different systems and shared drives. New starters 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 HR and made compliance feel manageable instead of overwhelming.

Your Biggest Concerns, Honestly Addressed

We’ve already migrated providers from spreadsheets and other systems. Our team helps map your current data into RomeoHR so you’re not starting from scratch.

The support worker app is designed to be simple and natural - clock in, add notes, submit incidents. Most workers are fully comfortable within a single shift.

Even providers with 10–15 staff face the same audit standards and risks as the big players. Starting early means you grow without chaos or expensive fixes later.

 RomeoHR is built to replace multiple tools, not sit on top of them. Many customers replace 3–5 systems when they switch, cutting costs while increasing control.

Your data is stored securely with role-based access, audit logs, and strong information security practices aligned to your broader obligations around privacy and cyber risk.

Alexander Price

Alexander Price

Service Delivery Manager, NDIS Provider (QLD)

★ ★ ★ ★ ★ (5 stars)

We delayed switching because we thought we didn’t have time. The reality was we were already losing 40–50 hours a week to admin chaos - chasing timesheets, fixing invoice errors, and pulling records together for audits. RomeoHR’s team did the heavy lifting with data import, setup, and short trainings, and within a month our audits, payroll, and invoicing were the smoothest they’d ever been. We’re no longer staying back late to fix mistakes, and I finally feel like we’re running service delivery instead of reacting to it.

Stop surviving audits - Start sailing through them

Every week you spend patching systems together is another week of hidden risk, payroll leakage, and lost time.

Run an NDIS business that’s audit-ready by design, not by last-minute heroics.

Frequently Asked Questions

RomeoHR connects rosters, shifts, notes, invoices, payroll, and documents in one system. Every invoice and participant has an evidence trail (attendance, notes, consents, claims, pay) that can be exported as a report in a few clicks.

RomeoHR is built around the categories auditors actually check: governance & risk, worker screening, participant rights and agreements, service provision evidence, incident management, documentation, and continuous improvement. It doesn’t replace your policies, but it gives you the evidence to show they’re followed.

Yes. Worker records include Blue/Yellow card status, NDIS Worker Screening, licences, qualifications, and training. You’ll see upcoming expiries and can download worker-specific compliance reports for audits or investigations.

RomeoHR interprets SCHADS rates against actual shifts and attendance, auto-calculates penalties and loadings, and generates accurate timesheets and payroll exports - closing a major compliance risk around under/overpayment.

Most providers are live within a few weeks. Larger, more complex organisations can combine RomeoHR with our 90-day NDIS Back Office Operating System implementation for deeper workflow redesign and guarantees.

In most cases, no. RomeoHR acts as your secure, centralised source of truth for participant, worker, and incident evidence — including document uploads, templates, and versioning.

Absolutely. Many providers start on Starter or Professional and upgrade as they grow or need more AI automation and advanced reporting. All plans include the core Compliance & Audit Engine.

Yes. We provide onboarding sessions, manager training on running an “audit-ready” back office, and in-app guidance for staff. Enterprise implementations include deeper training programs and playbooks.

Summary

✅ Stay audit-ready every day with automatically compiled evidence packs for every invoice, shift, and participant.
✅ Instantly download complete audit reports that bundle shifts, notes, incidents, claims, and payroll into one clean file.
✅ Spot compliance gaps early with AI-driven alerts for missing notes, overdue incident reports, and expiring worker checks.
✅ Give auditors and plan managers clear, traceable proof with side-by-side views of rosters, attendance, invoices, and pay.
✅ Protect participant safety and rights with organised records of consents, agreements, case notes, and incident history.
✅ Free your team from manual audit prep, reclaiming up to 40+ admin hours per week to focus on service quality.

RomeoHR – All-in-One NDIS Workforce, HR & Compliance Platform

ABN : 55 669 693 930 • Based in Australia

📧 contact@romeohr.com
📞 +61748397790