Navigating Invoicing & Payments as an Independent Support Worker

Working as an independent support worker gives you the freedom to choose your clients, set your own rates, and work the hours that suit your life. But one part no one enjoys? Invoicing and chasing payments. That’s where CareVicinity makes the biggest difference. We take the stress out of admin so you can focus on what matters most: delivering great support.

No More Manual Invoicing

When you work through CareVicinity, you don’t need to create your own invoices.

Here’s how it works:

1. Agree on the details

   Set your rate, hours, and responsibilities with your client. The platform creates a clear service agreement so expectations are aligned from the start.

2. Complete the shift

   Provide approved services backed by CareVicinity’s comprehensive insurance.

3. Log your hours

   Either schedule shifts ahead of time or log them once completed.

4. We generate the invoice

   CareVicinity automatically creates and sends the invoice to the funding body or client, no paperwork, no calculations.

5. Get paid weekly

Approved shifts are paid every Friday.

Simple, Transparent Fees

CareVicinity charges support workers a 12.5% platform fee, which is already reflected in the hourly rate shown. There are no extra deductions once your rate is set.

This fee covers:

• Automated invoicing

• Weekly payments

• Insurance on approved services

• Provider support

• A secure platform built for aged care and disability workers

No subscriptions. No hidden deductions. No surprises.

Stay Compliant Without Extra Effort

Every shift logged through CareVicinity:

• Matches a recognised Support at Home or NDIS service type

• Meets funding body requirements

• Is stored securely for your records

You keep full control of your business without having to manage the admin that usually comes with it.

What should an invoice from a support worker show?

If you invoice a client yourself, the details depend on whether your business is registered for GST. A GST-registered business must give a tax invoice when a taxable sale is more than $82.50 (including GST), or whenever a customer asks for one, whatever the amount. A business that is not registered uses a regular invoice, and there is no law that sets out what goes on one. ABN and GST basics for support workers explains where to start with registration.

A tax invoice must show the words "tax invoice", your business name, your ABN, the date you issue it, a short description of what you provided (including quantity and price) and any GST payable. For sales over $1,000 it must also show the buyer's identity or ABN. A regular invoice commonly shows the word "invoice", your business name and ABN, an invoice number, the issue date and a description of the work.

It also helps to add your contact details and when and how you want to be paid, and to give each invoice a unique number so it is easy to find later. Keep copies of every invoice for at least 5 years, because they form your record of income when you prepare tax returns and activity statements.

A buyer needs a valid tax invoice to claim GST credits. If yours is wrong or missing details it is not valid, and you will need to replace it with a complete and correct one when the buyer asks. For a regular invoice, a short description of each shift (date, hours and the type of support) keeps a client's or coordinator's records simple, and what a support worker does can help you describe the work in plain terms.

Source: business.gov.au, "How to invoice" (read 20 October 2026).

What to do if a client has not paid your invoice

This section is for the clients you invoice yourself. Start with a polite reminder by phone or email. Some late payments happen because the customer forgot, and a calm approach can resolve the issue without harming the relationship.

A reminder is easier to send when the terms were clear from the start. Put them in writing before the first shift, and include them on each invoice:

• When you expect payment, for example within 7 or 14 days of the invoice date.

• How to pay, such as the bank account details the client should use.

• The invoice number and the shifts it covers, so the client can match it to their own records.

When you send a reminder, keep it short and specific:

1. Refer to the invoice by number and date.

2. Say the amount and the day it was due.

3. Ask whether anything is holding it up, and offer to resend the invoice.

4. Note the date you sent the reminder, so you have a record of what you asked and when.

If a reminder does not work, business.gov.au says you can send a letter of demand or use a debt collecting service. It also says chasing payments takes time and money, and that in some cases the best option is to stop chasing and write off the debt. For anything beyond a reminder, speak to an adviser before you act. To set out terms with a client, see rates and agreements for support workers.

Focus on Care, Not Paperwork

Going independent shouldn’t mean drowning in admin. With CareVicinity:

• You set your rates

• You choose your clients

• You deliver support your way

• We handle the invoicing and payments behind the scenes

It’s the simplest way to work flexibly, professionally, and confidently as an independent support worker.