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Strengthening Financial Control and Compliance for a Growing NDIS Organisation

financial control and compliance
Befree partnered with a regional NDIS organisation to stabilise cash flow, restore compliance, and introduce structured financial reporting to support better operational decision-making.

Client Snapshot

Industry: NDIS & Disability Services
Geography: Australia
Engagement Focus: Financial stabilisation, operational efficiency, compliance recovery, reporting transformation

A regional disability services provider operating within the NDIS framework partnered with Befree to address growing financial and operational challenges. The organisation was experiencing cash flow instability, compliance backlogs, inefficient systems, and limited financial visibility across business units.

The Challenge

When the client approached Befree, they were experiencing the following business challenges:
  • Persistent cash flow constraints
  • Delays in supplier payments
  • Irregular customer collections
  • Pending statutory lodgements
  • Limited financial visibility across service divisions
  • Grant tracking and reporting gaps
  • Payroll and contractor process inefficiencies
  • System reconciliation inconsistencies between internal ERP, i.e., Lumary and Xero

These challenges were affecting operational efficiency, increasing compliance risk, and limiting the organisation’s ability to gain a clear, consolidated view of its overall financial position.

Befree’s Approach

1. Financial Process Stabilisation & System Optimisation

Focus: Restore operational financial discipline and system accuracy.

Befree assumed responsibility for core finance operations, including invoice and payment imports from Lumary, bank reconciliations, and AP/AR management. A structured AP/AR review framework and Lumary–Xero reconciliation process were implemented to improve accuracy and real-time financial visibility.

2. Compliance Restoration & Statutory Management

Focus: Resolve compliance backlogs and establish structured statutory processes.

We identified that statutory lodgements had not been submitted since July 2024 and worked with the external accountant to complete all outstanding filings. System configurations were corrected, an ATO payment plan was established, and BAS and Payroll Tax processes were streamlined, restoring full compliance.

3. Grant Governance & Reporting Improvements

Focus: Strengthen financial oversight of government-funded programs.

Structured utilisation tracking and reporting frameworks were introduced for key grants, including FASD and CHSP. Improved transparency and documentation enabled successful reporting to government authorities and contributed to securing an additional $800K in FASD funding.

4. Operational Support, Reporting & Expansion Enablement

Focus: Provide financial visibility and support organisational growth.

Befree introduced structured monthly management reporting, including business unit profit and loss reporting, comparative analysis, and margin tracking. We also assumed payroll and contractor management following internal HR changes and supported system implementation for the organisation’s new OSHC service stream.

Measurable Outcomes

$800K

additional FASD grant funding secured through improved reporting and compliance.

Within months of the engagement, the organisation experienced significant operational and financial improvements:
  • Cash flow stabilised, enabling better financial planning
  • Supplier payments brought back on schedule
  • Statutory compliance fully restored
  • Improved customer collection cycles and cash inflows
  • Successful grant approvals, including expanded FASD funding
  • Structured financial reporting introduced across all business units
  • Streamlined payroll and contractor management processes
  • Stronger financial governance and internal controls
With these improvements in place, the organisation now operates with structured financial systems, greater transparency, and a stable financial foundation to support continued growth.

Supporting Strategic Expansion

As the organisation strengthened its financial foundation, it pursued strategic growth through the acquisition of a clinical psychology private practice.

Befree supported the financial and operational transition by migrating the newly-acquired practice’s employees into the existing internal systems and integrating their ERP environment into the client’s Lumary platform.

Following the integration, the acquired business now operates under the client’s therapy services division, with aligned systems and financial processes supporting seamless operations.

Client Impact

Following these improvements, the client now operates with significantly stronger financial oversight and operational stability. The organisation benefits from:

  • Improved financial visibility across business units
  • Reduced compliance risk and stronger regulatory discipline
  • Greater control over cash flow and payment cycles
  • Scalable bookkeeping and financial management systems
  • Data-driven decision-making supported by structured reporting

This engagement highlights how structured financial management and disciplined reporting can help NDIS organisations strengthen governance, improve operational stability, and confidently support future growth.

Discover how Befree supports NDIS and healthcare organisations with structured finance and accounting solutions.