Fully automated SCHADS payroll for NDIS Engine

RomeoHR is the only NDIS workforce platform with payroll built in. From roster to payslip, every shift is automatically classified, award-interpreted, costed, and pushed to payroll in a single click - with a complete audit trail that ties pay, claims, and evidence together.

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Section Head
The problem section

When Payroll Turns Your NDIS Business Into a Liability

You didn’t start your service to decode SCHADS tables or rebuild timesheets every week. Yet every pay cycle, your team loses hours trying to reconcile rosters, awards, and invoices across different systems - hoping nothing has slipped through the cracks.

Most NDIS providers are stuck with:

  • Manual award interpretation: Payroll officers cross-checking SCHADS rules, time of day, weekends, sleepovers, and broken shifts by hand.
  • Scattered systems: Rostering in one tool, payroll in another, invoices in Xero, compliance in spreadsheets - nothing actually talks to each other.
  • Hidden compliance risk: No easy way to prove that what you paid aligns with what you claimed to the NDIA, or that awards and allowances were applied correctly.
  • No support for “non-NDIS” work: Cleaning, retail, and side businesses run in parallel on separate payroll setups, adding more admin and more room for error.
  • Last-minute audit panic: When an auditor asks for evidence, you’re scrambling to match shifts, timesheets, payslips, and invoices after the fact.

Payroll shouldn’t hijack your week - or put your registration at risk.

The Only NDIS Platform With Payroll Built In

RomeoHR is not “NDIS software that exports to payroll.” It is your payroll - tightly integrated with rostering, documentation, compliance and invoicing.

From the roster, RomeoHR:

Automatically classifies the shift timing (day, evening, night, weekend, public holiday, sleepover, etc.).
Applies the correct SCHADS and Fair Work rules, penalties, overtime, and allowances.
Calculates rates for NDIS and non-NDIS earning groups.
Generates a complete, one-click payrun ready to lodge via STP and sync to Xero or MYOB.

No more manual awards. No more double-entry. No more “Did we pay this shift right?”

Offer Section
Transformation Section

From “Payroll Fridays” to Payruns That Run Themselves

Imagine payday looking like this:

  • Rosters are already approved, with GPS-verified attendance and client-linked shifts.
  • The SCHADS award engine has pre-calculated every penalty, allowance, and overtime rule.
  • You hit Run Payroll, review a short list of exceptions, and lodge via STP in minutes.
  • Every shift has a clear chain: roster → timesheet → pay → invoice → claim evidence.
  • When auditors or plan managers ask, you can pull shift-wise pay and claim data in seconds instead of days.

The result: providers reclaim 40+ admin hours a week, cut payroll leakage, and finally run their business with clarity and confidence.

Megan Walters

Finance Manager, NDIS Provider (NSW)

★ ★ ★ ★ ★ (5 stars)

Before RomeoHR, payroll took us nearly two full days and we were still nervous about getting SCHADS, sleepovers, and allowances right. We’d export rosters, juggle spreadsheets, and double-check every edge case by hand - and even then I worried we’d missed something. Now payroll is a 30-minute review. RomeoHR pulls straight from the roster, applies the correct rules, and highlights anything that looks off before we finalise. I actually sleep the night before payday instead of lying awake thinking about backpay and Fair Work risk.

Daniel Kerr

Director, NDIS Provider (VIC)

★ ★ ★ ★ ★ (5 stars)

The best part? Our payroll data is now part of our audit evidence. Before, claims lived in one system, rosters in another, and payroll in a third - there was no single source of truth. With RomeoHR, when the auditor asked how we justified claims, we had shift-and-pay reports ready in seconds, showing exactly who worked, what was delivered, and how it was billed. For a Core Supports & Community Participation provider like us, that end-to-end visibility is huge. It’s taken so much anxiety out of both pay runs and audits.

How RomeoHR Payroll Fits Into Your Plans

RomeoHR Payroll is delivered as part of the RomeoHR workforce management platform, so you get payroll plus rostering, documentation, invoicing, and compliance in one place.

RomeoHR Professional

  • Who it’s for: Providers with 10–50 staff who want end-to-end automation from roster to payroll and invoicing.

  • Benefits: One-click SCHADS payroll, reduced admin, fewer errors, audit-ready records.

  • Key Payroll Features:
    •   Automated SCHADS award interpretation from approved shifts
    •   Multi-business earning groups (NDIS, cleaning, retail, etc.)
    •   STP Phase 2 lodgement and super preparation
    •   Shift-wise pay breakdowns attached to invoices & audit reports

 

RomeoHR Premium & Enterprise

  • Who it’s for: Growing providers and multi-site organisations who want deeper automation, AI tools, and tailored implementation.

  • Benefits: Faster decision-making, advanced reporting, and full back-office transformation (not just payroll).

  • Key Extras:
    •   AI-assisted rostering & forecasting
    •   Advanced reporting & export packs for auditors and boards
    •   Dedicated implementation & training

Why NDIS Providers Choose RomeoHR Payroll

Payroll That Actually Understands SCHADS

No more award tables in Excel. RomeoHR’s award engine automatically applies penalties, overtime, allowances, and loadings based on time of day, day of week, and shift type - reducing underpayments, overpayments, and Fair Work risk.

Built-In Audit Trail From Shift to Payslip to Claim

Because payroll lives inside RomeoHR, you can show exactly how each shift was rostered, worked, paid, and claimed - including notes, incident reports, and compliance checks. This makes NDIS audits, internal audits, and external reviews dramatically easier.

Handles NDIS and Non-NDIS Work in One System

Most providers don’t just deliver NDIS. Cleaning, retail, and other side businesses create extra payroll complexity. RomeoHR lets you configure additional earning groups and automate them all into a single click payrun - instead of juggling separate systems.

Benefit Section

What You Get With RomeoHR Payroll

⚙️ Automated SCHADS Award Engine
Encodes SCHADS and Fair Work rules so every approved shift is paid correctly, including penalties, allowances, and overtime.

🪄 One-Click Payruns From Rosters
Move from roster to complete payrun in a single click - tax, super, leave, and award rules all pre-calculated, ready for review and STP lodgement.

💵 Multi-Earning Groups for Non-NDIS Work
Set up earning categories for cleaning, shop assistants, and other services so you can pay staff correctly across all parts of the business without extra systems.

🏦 Full STP Phase 2 & Super Support
File STP directly to the ATO, prepare super, and keep your obligations up to date with Australian requirements.

📊 Xero & MYOB Integrations
Push journals and invoices into your accounting system automatically so finance and payroll always line up.

💲 Shift-Wise Payroll & Claim Reporting
Generate reports that show, line by line, which shift generated which pay and which NDIA claim - perfect for audits, plan manager queries, and internal reviews.

Chloe Hart

Operations Manager, NDIS Provider (QLD)

We used to run rosters in one system, timesheets in another, and payroll in Xero. There were always gaps - missed allowances, wrong hours, and constant back-and-forth between admin and coordinators. If a family queried a claim or a worker questioned a pay, it took ages to piece the story together.

With RomeoHR, everything lives in one place. Rosters, clock-ins, timesheets, payroll, and invoices all link back to the same shifts. If I click on a claim, I can see exactly who worked, when, what was delivered, and how it was paid in seconds. With 20+ workers across SIL and community, that visibility is massive. We can finally see the full story of every shift instead of trying to stitch it together from three different systems.

Mark Ellis

Director, NDIS Provider (NSW)

Our admin used to be in a permanent state of catch-up. Timesheets were late, payroll felt like a fire drill, and we were always nervous we’d missed something for SCHADS or NDIS. As a Community & Core Supports provider, that pressure never really stopped.

Since moving to RomeoHR, our admin has gone from ‘constantly behind’ to ‘comfortably ahead.’ Shifts flow through to timesheets, payroll, and invoicing without us having to re-key data. Exceptions are flagged early, so by the time we hit payroll, it’s mostly a quick review and approval. Payroll is now the quietest part of our week - which is exactly how it should be.

But Will This Really Work For Our Payroll?

Keep Xero or MYOB for accounting - RomeoHR sits in front as the brains. Instead of hand-keying timesheets or hoping awards are correct, RomeoHR sends clean, award-interpreted data straight into your accounting system. Less manual work, fewer errors, better evidence.

Implementation is done with you, not dumped on you. We map your existing payroll rules, build earning groups, and run test payruns beside your current process until you’re confident to switch. Most providers start running live pay within a few weeks.

That’s exactly why RomeoHR supports multiple earning groups and rate sets. Configure each business line once, then let the system handle it. One roster, one payrun, one source of truth.

RomeoHR’s SCHADS engine is built specifically for Australian providers and is continually updated as rules change. You stay in control with clear breakdowns of how each shift was interpreted, so your bookkeeper and auditors can see the logic behind every pay.

Because payroll, documentation, incident management, and participant records live in the same system, it’s easier to show evidence across governance, risk, HR, documentation, and service delivery - the exact areas auditors check.

Rachel Morgan

Managing Director, NDIS Provider (TAS)

★ ★ ★ ★ ★ (5 stars)

We were terrified of moving payroll because we’d been ‘doing it our way’ for years. Everything lived in spreadsheets and our old system, and changing felt too risky. The RomeoHR team mirrored our existing process first, then showed us where we were missing allowances and had gaps in SCHADS and worker records.

Within a month, we were running all payroll inside RomeoHR - NDIS supports, community programs, even our cleaning arm. Our last audit was the calmest we’ve ever had, with clear shift-to-pay reports and evidence ready in seconds.

Don’t Wait For The Next Audit To Fix Payroll

Every payrun you process in spreadsheets or half-connected tools is another chance for a compliance issue, an unhappy worker, or a rejected claim.

Switch to payroll that’s built for NDIS, SCHADS, and audits - not “almost good enough” software.

FAQ

RomeoHR is a full payroll engine for NDIS and related services - not just timesheets. It handles award interpretation, penalties, allowances, STP Phase 2, super preparation, and integrations to Xero & MYOB.

Yes. RomeoHR was built specifically to automate SCHADS rules from the roster: time of day, weekends, public holidays, sleepovers, broken shifts, and more - all calculated automatically from the approved shift data.

Absolutely. You can configure additional earning groups and rate structures for each business line. Staff can work across NDIS shifts and other roles, and RomeoHR will apply the right rates for each, in the same payrun.

Most providers start running their first payrun within a few weeks, depending on complexity and how quickly we can gather your award, allowance, and rate information. Our team guides you through setup, testing, and migration from your current system.

Yes. RomeoHR is designed for Australian compliance, including STP Phase 2, super, and privacy requirements, and follows enterprise-grade security practices with modern infrastructure and encryption.

Yes. Because RomeoHR also manages rostering, documentation, incidents, HR, and participant records, you can use it to support multiple NDIS Practice Standard areas such as governance, risk management, worker screening, service delivery, and documentation.

We run parallel payruns at first to catch discrepancies early. If issues appear later, our support team helps investigate, adjust rules, and reprocess affected pays where needed. The goal is a quiet, predictable payroll cycle that you can trust.

Most workers pick up the RomeoHR mobile app quickly - it’s designed around simple actions like clock in/out, view shifts, and submit notes. You can roll it out in stages, starting with a small group before going organisation-wide.

Turn NDIS Payroll into Your Competitive Advantage

RomeoHR helps you run fully automated, SCHADS-compliant payroll in one click - while keeping every shift, pay, and claim aligned and audit-ready.

Key Payroll Benefits Summary:

✅ Automate SCHADS award interpretation and payroll directly from approved rosters in a single click.

✅ Eliminate manual data entry between rostering, payroll, and invoicing so your team stops rebuilding timesheets every payrun.

✅ Get shift-by-shift pay and claim evidence so you can respond to auditor and plan manager questions in seconds.

✅ Confidently pay staff working across NDIS and non-NDIS roles using configurable earning groups and rate sets.

✅ Reclaim 40+ hours of admin each month while reducing payroll leakage, backpay risk, and compliance anxiety.

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

ABN : 55 669 693 930 • Based in Australia

📧 contact@romeohr.com
📞 +61748397790