NDIS record keeping for self-managed participants: what to keep, and for how long

If you self-manage your NDIS plan, record keeping stopped being optional on 27 August 2026 - it's now a legal requirement, and you carry it, not the NDIA or a plan manager. Our full breakdown of the reform covers who has to keep what; this is the practical version for self-managers - what to actually keep, and how to do it without it eating your week.

What you need to keep, and for how long

As a self-managed participant, you need to keep records for 3 years from the date each support was delivered - unless you were under 18 at the time, in which case it's until you turn 25, whichever is longer. Per Self Manager Hub, that means: invoices, receipts, service agreements, and payroll records if you directly employ a support worker. Each record should be able to show who the support was for, when it happened, what it cost, how many hours or units, and what type of support it was - ideally with the support item number attached.

Why self-managers carry more of this than anyone else

Self-management gives you the flexibility to use unregistered providers and individuals, not just registered ones - which is exactly why it's popular. But it also means you're often juggling a wider mix of providers than a plan-managed or agency-managed participant: a support worker, a physio, a cleaner, maybe someone from a casual platform, each invoicing differently, at different times. More providers means more invoices means more chances for one to slip through the cracks - and unlike plan-managed participants, there's no plan manager checking your spending before it goes out. If a claim turns out to be wrong, the NDIA can seek repayment directly from you.

The 90-day claim clock is now running too

From 1 December 2026, you'll need to claim each support within 90 days of it being delivered - down from 2 years. That's a much shorter runway, and it starts the moment the support happens, not whenever you get around to opening the invoice. Our guide to the 90-day rule goes into how to avoid missing it.

Making it effortless instead of a second job

None of this needs to mean a shoebox of receipts and a spreadsheet. In practice, the easiest system is one that captures a record the moment a support happens rather than after the fact: snap a photo of an invoice and confirm the details, forward an email invoice to a dedicated inbox, or - best of all - have the provider file it straight into your dashboard themselves so you don't have to do anything. A nominee or carer can be given access to add records on your behalf too, with everything they do logged for accountability.

Juste's participant tools are built around exactly this: records that file themselves, an automatic "keep until" date on every entry, a traffic-light view of what still needs claiming before the 90-day window closes, and a one-tap audit-ready export if the NDIA ever asks to see your records.

This article is general information dated 4 September 2026, not legal or financial advice. Verify current requirements at ndis.gov.au or with your planner or an independent advocate.