Admin support for NDIS providers in Australia, honestly compared
12 NDIS virtual assistant, admin and back-office services compared on published price, team location, software and terms, plus the worker screening rule.
We run one of the services on this list. DotVA places offshore VAs, which suits back-office NDIS work and does not suit every role. If the job involves regular contact with participants, or you only need a few hours a week, an Australian-based specialist in this table is the better choice. That is the most useful thing we can tell you, so it comes first.
The method is the same as our comparison of Australian VA agencies. Every claim about another provider comes from its own website, checked on 11 November 2026 and linked in the table. Where a figure is not published we write “not stated publicly” rather than guess, and where a site does not say where its team is, we do not assume.
If you want to see what an NDIS VA does all week before you shortlist, start with our NDIS virtual assistant page.
The services at a glance
| Service | What it is | Published price | Where the team is | Software named | Terms |
|---|---|---|---|---|---|
| DotVA NDIS virtual assistant (that’s us) | Managed offshore VA: one dedicated person who works to your direction | $12-17/hr admin, $18-25/hr NDIS specialist, AUD ex GST, from 10 hrs/week | Philippines, working Australian business hours | ShiftCare, Splose, Astalty, Brevity, Lumary, SupportAbility | No lock-in contract; stop any time in the first 14 days, then 30 days’ notice; free replacement any time |
| Allied Virtual Assist | NDIS admin service run by one named virtual admin | $55/hr incl GST, no minimum hours | Western Australia | Astalty, named in client reviews | No retainer; its virtual admin states she holds a current NDIS Worker Screening Check |
| Taskaroo Solutions | Run by one person: rostering, operations and admin | Monthly packs from $1,040 for 16 hours to $6,500 for 100 hours (GST basis not stated) | Gold Coast, Queensland | Astalty, Employment Hero | No lock-in; 30 days’ notice; does not do invoicing or bookkeeping |
| Positively Sorted | Fixed-price NDIS claims clean-up projects, training and VA matching | Clean-up projects from $385 (2-hour session) to $7,500, excl GST; ongoing admin not stated publicly | Team across Australia | Not stated publicly | 50% deposit on clean-up packages |
| Offsiters | Onshore admin by the hour for allied health | $69/hr + GST, two-hour weekly minimum; $139 + GST establishment fee | Australia: VIC, NSW, QLD and WA | Halaxy, Zanda | No lock-in; 14 days’ notice |
| Allied Admin Partners | Admin for allied health and NDIS providers | Not stated publicly; three tiers of 3-10, 10-20 and 20-40 hours (shown per month in one place and per week in another) | Not stated publicly | Splose | No long-term contract; 30 days’ notice |
| Outsourced Staff | Offshore staffing: dedicated NDIS admin, claims and rostering roles | Not stated publicly; “one fixed monthly cost”, no upfront costs | Offices in the Philippines; Australian office in Cromer NSW | Lumary and SupportAbility on its NDIS page; ShiftCare and Brevity on its rostering page | Client notice period not stated publicly (“flexible terms and agreements”); staff start on a 3-6 month paid probation; replacement guarantee |
| Care BPO | Offshore managed back office, NDIS-focused | Not stated publicly; quoted by role and hours, part-time or full-time | Philippines, with Australian oversight | Not stated publicly | Generally sets a minimum commitment period; length not stated publicly |
| Beepo | Offshore staffing: NDIS administration assistants and bookkeepers | Not stated publicly | Office-based in the Philippines; Melbourne office | Not stated publicly | Not stated publicly |
| HealthDoers | Offshore staffing for healthcare and NDIS providers | ”Starting from just $4 per hour”; its role pages say “From $24,000 /year” (currency and GST basis not stated) | Filipino staff; office in Richmond VIC | Cliniko, Nookal, Halaxy, Best Practice | No lock-in contracts; 30 days’ written notice |
| Staff Domain | Offshore staffing; NDIS covered on its care coordinator and healthcare pages; it says it serves mid-market companies and is not the right fit if “You need fewer than three people” | Care coordinator role $2,279-4,022 a month AUD by level (GST basis not stated); its offshore staffing page also advertises “from $799 per person per month (WFH) or $1,099 per month (office-based)” and does not explain how the two relate | Philippines | AlayaCare, ShiftCare, SupportAbility | No lock-in; 60 days’ notice |
| Tarino | Recruiter: you engage and pay the person directly | $5,000 once excl GST, then no monthly fee to Tarino; its typical salary for an NDIS admin assistant is $1,300 a month (currency not stated) | Philippines-based hires; Tarino is in Sydney | ShiftCare, Lumary, Brevity, CareMaster, SupportAbility, Xero | No lock-in; replacement search within 6 months |
Checked on each provider’s own pages on 11 November 2026. “Not stated publicly” means we could not find the figure on the provider’s public pages; it is an observation, not a criticism.
Two more services support NDIS-funded therapy practices and are covered in our allied health comparison: Clinic Admin places offshore staff from a supervised office in the Philippines, and Sage Admin Solutions is a Melbourne-based back-office admin service that works in Zanda, Halaxy, Cliniko and Splose.
Our row in full is on pricing. If a 30-minute call beats ten tabs, book a discovery call, and if another row fits your organisation better we will tell you on the call.
Scope first: four different jobs
“NDIS admin” covers four jobs, and not every service does all of them.
- Claims and invoicing. Matching delivered supports to service agreements and price limits, building payment requests, fixing rejected lines, invoicing plan managers and self-managed participants, reconciling remittances. Positively Sorted sells fixed-price projects to clean up a claims backlog. Taskaroo says it does not do invoicing.
- Rostering. Keeping the roster current: covering open shifts, logging availability and leave, and confirming changes with workers. Taskaroo, Outsourced Staff and Tarino’s placements name this work.
- Intake and service agreements. Logging referrals, preparing agreements from your templates, chasing signatures. This is where contact with participants begins, which matters for worker screening.
- Compliance records and audit preparation. Tracking worker screening and training expiries, keeping incident and complaints registers filed, assembling evidence before an audit.
Write down the hours you spend on each before you call anyone. It decides onshore or offshore more than price does.
The worker screening question
This is the part most comparison pages skip. Under the NDIS Worker Screening Rules, a risk assessed role is a key personnel role, a role that directly delivers specified supports or services, or a role whose normal duties are likely to require more than incidental contact with a person with disability. The Rules define contact to include oral, written and electronic communication as well as face-to-face contact.
The Rules give an example of a role that does not involve more than incidental contact: an accountant doing back-office duties whose contact with customers is no more than polite and functional. Building a rapport with a person with disability as an integral and ordinary part of the role points the other way.
For an admin VA, the practical reading is this. Pure back-office work (claims, invoicing, roster data entry, document tracking, audit files) with no more than incidental contact sits on the accountant’s side of the line. A role that regularly phones participants and families to arrange supports may not. A registered provider must assess each role and keep a written list of those that are risk assessed, so make the assessment, record it, and scope the role to match.
Three more points matter when the work is outsourced. The assessment covers people supplied by an agency as well as your own staff, and if an agency-supplied role is risk assessed the Rules require a contract with the agency that covers clearances, with records kept. A worker overseas with no right to work in Australia may not be able to obtain a clearance (each state and territory screening unit sets its own identity rules), so keep any risk assessed role with an Australian-based worker unless the screening unit confirms otherwise. And these Rules bind registered providers: unregistered providers are not required to screen workers but can choose to.
Allied Virtual Assist is the only provider we checked whose site says the person doing the work holds a current NDIS Worker Screening Check; the other pages we read do not mention it either way. This is general information, not legal advice; check the NDIS Commission’s guidance for your registration groups.
Privacy
Participant records include health information, which is sensitive information under the Privacy Act. Giving an overseas assistant access is, in most cases, a cross-border disclosure under APP 8 of the Australian Privacy Principles: you must take reasonable steps to make sure the overseas recipient handles the information in line with the APPs, and you generally remain accountable if they do not. Our guide to hiring an offshore VA legally covers the obligations.
In practice the risk is managed by scoping access. The VA works under their own login in your systems, limited to what the role needs. Your myID and your access to the my NDIS provider portal stay with you; they are personal and are never shared. We add a signed confidentiality agreement before day one and a data-handling addendum mirroring the APPs on request; the setup is on our data security page. If you would rather not carry the APP 8 obligation, choose an Australian-based service.
What 10 hours a week costs
These figures use each provider’s published rate. The multiplication is our arithmetic, not the provider’s quote.
| Option | Published rate | 10 hours a week |
|---|---|---|
| DotVA admin VA | $12-17/hr ex GST | $120-170 a week |
| DotVA NDIS-specialist VA | $18-25/hr ex GST | $180-250 a week |
| Allied Virtual Assist | $55/hr incl GST | $550 a week incl GST |
| Taskaroo Solutions | Monthly packs, $65 an hour in every pack (GST basis not stated) | Between its 32-hour ($2,080) and 64-hour ($4,160) monthly packs |
| Offsiters | $69/hr + GST | $690 a week + GST |
Under five hours a week the picture reverses: we do not place under 10 hours, and Allied Virtual Assist has no minimum at all.
Who should pick whom
- A sole trader or small provider needing a few hours a week from someone Australian-based who states she holds a Worker Screening Check: Allied Virtual Assist.
- Rostering and operations help from one experienced person: Taskaroo Solutions, if you do not need invoicing.
- A backlog of unpaid or rejected claims: Positively Sorted’s clean-up projects, before you hire anyone ongoing.
- An NDIS-funded therapy practice on Halaxy or Zanda: Offsiters; on Splose, Allied Admin Partners or Sage Admin Solutions. Our allied health comparison covers that field.
- A larger provider building an offshore team: Outsourced Staff, Care BPO or Beepo, which supply dedicated offshore staff and quote on enquiry.
- An offshore hire you are happy to engage and manage yourself: Tarino charges once and adds no monthly margin; you pay the salary directly, and its typical figure for an NDIS admin assistant is $1,300 a month.
- 10 to 30 hours a week of back-office claim preparation, invoicing, roster and compliance admin from one dedicated person, at a published hourly rate: that is the provider we built DotVA for. See the work on our NDIS virtual assistant and NDIS plan manager pages, or by software: ShiftCare, Splose, Astalty and Brevity.
Run your own numbers
Price your hours on the VA cost calculator, check our tiers on pricing, and read what the claims work involves on our NDIS billing page. If the right answer for your organisation is one of the other names in the table, we would rather you find that out now than in month two.