The Solo Provider Reality
Running an NDIS provider business as a sole trader or small practice comes with unique challenges. You don't have a compliance team, HR department, or dedicated admin staff. Everything falls on you.
But here's the good news: thousands of solo providers successfully navigate NDIS registration every year. With the right approach, you can too.
This guide addresses the specific challenges solo providers face and how to overcome them.
Should You Register at All?
Before diving into registration, honestly assess whether it's right for you.
Consider Registration If:
Your target clients need it. If you want to work with NDIA-managed participants (about 45% of all participants), registration is mandatory. These participants can only use registered providers.
Your services require it. Some services must be registered regardless of participant plan management:
- Specialist Disability Accommodation (SDA)
- Behaviour support involving restrictive practices
- Plan management
- Support coordination (from July 2025)
You want full market access. Registration opens doors to the entire NDIS market, not just self-managed and plan-managed participants.
You want credibility. Registration signals quality and compliance to participants, families, and referrers.
Consider Staying Unregistered If:
Your services don't require it. Many allied health, support work, and community participation services can be delivered unregistered.
You're happy with 55% of the market. Self-managed (30%) and plan-managed (25%) participants can use unregistered providers.
Registration costs outweigh benefits. For some low-volume providers, the investment may not make financial sense.
You can't commit to ongoing compliance. Registration isn't one-and-done. Ongoing requirements take time and attention.
The Solo Provider Audit Pathway
Good News: Most Solo Providers Qualify for Verification
The verification audit is the simpler, cheaper pathway:
Cost: $800 - $1,500 Format: Desktop review only (no site visit) Duration: 1-2 weeks Scope: Document and evidence review
You'll likely qualify for verification if you're registering for lower-risk groups like:
- Support coordination
- Allied health services
- Community participation
- Assistance with daily life (lower intensity)
- Plan management
When You'll Need Certification
You need the more intensive certification audit if any of your registration groups include:
- Specialist Disability Accommodation
- Behaviour support (specialist)
- High intensity daily personal activities
- Early childhood supports
Certification Cost: $3,000 - $6,000+ Format: Desktop review plus site visit Duration: 2-4 weeks Includes: Participant interviews, staff interviews
The Unique Challenges of Solo Registration
Challenge 1: Demonstrating Governance as a Sole Trader
The NDIS Practice Standards expect governance structures, oversight, and accountability. How do you demonstrate this when you're the only person in the business?
Solutions:
Document your decision-making processes. Even as a sole trader, you make governance decisions. Document how you:
- Set strategic direction for your practice
- Make financial decisions
- Ensure quality and compliance
- Review your own performance
Create a governance framework appropriate to your size. You don't need a board, but you need documented structures. This might include:
- Annual planning processes
- Quarterly self-reviews
- External accountability (accountant, mentor, professional association)
Get external input. Consider:
- A business mentor or coach
- Professional supervision
- Membership in professional associations
- Regular consultation with your accountant
Challenge 2: Creating Policies for One Person
Writing policies feels absurd when you're the only person who'll use them. "I, Luke, will ensure that I, Luke, follow the complaint procedure that I, Luke, developed."
Why it still matters:
Policies aren't just for large organisations. They demonstrate:
- You've thought through your approach
- You have consistent processes
- You can explain your approach to auditors
- You have a framework for when you grow
Making policies practical:
Keep them short and specific. A solo provider's complaints policy might be one page. That's fine.
Write in first person where appropriate. "I will..." is perfectly acceptable for a sole trader policy.
Focus on what you actually do. Don't copy corporate templates designed for organisations with 50 staff.
Include practical procedures. How will you actually handle a complaint? Write that, not theoretical frameworks.
Challenge 3: Managing Compliance Alone
When you're the service delivery AND the compliance team, things can slip.
Strategies that work:
Build compliance into your routine. Don't treat compliance as separate from service delivery. Block time weekly for admin and compliance tasks.
Use simple systems. You don't need enterprise software. A well-organised Google Drive, simple spreadsheets, and calendar reminders can work fine.
Automate what you can. Use practice management software that handles:
- Client records
- Appointment scheduling
- Invoicing
- Document storage
Schedule regular reviews. Monthly compliance check-ins (even 30 minutes) help catch issues early.
Challenge 4: Balancing Service Delivery and Admin
Every hour spent on compliance is an hour not spent with clients (and not generating revenue).
Time-saving approaches:
Batch your admin work. Don't do a little compliance here and there. Block dedicated time for admin tasks.
Use templates. Create templates for everything you do repeatedly:
- Service agreements
- Progress notes
- Incident reports
- Complaint responses
Consider virtual assistance. A few hours of virtual admin support per week can free significant time for billable work.
Know when to outsource. Some tasks (bookkeeping, policy development) might be worth outsourcing to specialists.
Solo Provider Registration Timeline
Realistically, plan for 6-9 months from decision to registration:
Months 1-2: Preparation
- Business structure finalisation
- Insurance procurement
- Policy development
- Worker screening application (if applicable)
Month 3: Application
- Portal setup
- Self-assessment completion
- Document uploads
Months 4-5: Commission Review
- Initial review
- Response to requests for information
- Auditor selection
Months 6-7: Audit
- Audit scheduling
- Audit completion
- Non-conformance resolution (if any)
Months 7-9: Decision
- Final review
- Registration decision
- Certificate issuance
Solo Provider Costs: Realistic Budget
Verification Pathway Budget
| Item | Cost Range |
|---|---|
| Audit fee | $800 - $1,500 |
| Public liability insurance | $400 - $800/year |
| Professional indemnity | $600 - $1,200/year |
| Worker screening (yourself) | $80 - $130 |
| Policy templates/support | $200 - $2,000 |
| Total | $2,080 - $5,630 |
Ongoing Annual Costs
| Item | Cost Range |
|---|---|
| Insurance renewal | $1,000 - $2,000 |
| Mid-cycle audit (Year 2-3) | $600 - $1,000 |
| Renewal audit (Year 3) | $800 - $1,500 |
| Professional development | $200 - $500 |
| Total | $2,600 - $5,000/year |
Tips for Solo Provider Success
1. Start Simple
Don't try to register for every possible registration group. Start with your core services. You can add groups later.
2. Be Realistic About Capacity
Registration creates ongoing obligations. Make sure you can meet them while delivering quality services.
3. Join Provider Networks
Connect with other solo providers. Peer support helps with:
- Sharing experiences and tips
- Understanding what auditors expect
- Staying current with changes
- Combating isolation
4. Use Technology Wisely
The right tools can significantly reduce your admin burden:
- Practice management software
- Cloud document storage
- Scheduling tools
- Accounting software
5. Plan for Growth
Even if you plan to stay solo, build systems that could scale. This makes your business more sustainable and potentially more valuable.
Common Solo Provider Mistakes
Mistake 1: Over-Engineering Policies
You don't need a 30-page complaints policy. Keep it proportionate to your size.
Mistake 2: Underestimating Time
"I'll do it between clients" rarely works. Block dedicated time for registration work.
Mistake 3: Going It Completely Alone
Using templates, platforms, or targeted consulting for specific issues isn't a failure. It's smart use of resources.
Mistake 4: Ignoring Ongoing Requirements
Registration is the beginning, not the end. Budget time and money for ongoing compliance.
Mistake 5: Registering for Too Many Groups
Each registration group adds complexity. Start focused and expand as you grow.
The Bottom Line
Solo provider registration is absolutely achievable. Thousands do it successfully every year.
The key is approaching it with realistic expectations:
- It takes time (6-9 months typically)
- It costs money ($3,000-6,000+ for verification pathway)
- It creates ongoing obligations
- It requires systems and processes
But if registration makes sense for your business, the investment opens access to the full NDIS market and signals quality to participants and referrers.
Start by honestly assessing whether registration is right for you. If it is, plan your approach, block the time, and work through it systematically. You've got this.
