My Aged Care — Provider Bookkeeping
My Aged Care
bookkeeping for
providers —
funding reconciliation,
award payroll, BAS.
FreeMyCloud provides My Aged Care registered providers across Australia with a dedicated, university-qualified graduate accountant — handling Support at Home funding reconciliation, CHSP income management, aged care award payroll, GST-free coding, BAS, and monthly reporting. Pre-trained and ready to start from day one.
Australian Experience · Xero & MYOB
What is My Aged Care — and what does it mean for your bookkeeping?
My Aged Care is the Australian Government's gateway system for accessing and delivering government-funded aged care services. Providers register with My Aged Care to deliver services to older Australians who have been assessed and approved for funding. From 1 November 2025, the new Aged Care Act introduced the Support at Home program, replacing the Home Care Packages Program, and brought significant changes to provider registration, funding arrangements, and reporting requirements. For providers, this means your bookkeeping now needs to reconcile a new funding structure — quarterly participant budgets, care management accounts, and client contributions — in addition to your existing payroll and BAS obligations.
Support at Home Program
From 1 November 2025, Support at Home replaced the Home Care Packages Program and Short-Term Restorative Care Programme. Participants receive a quarterly budget based on their funding classification. Providers submit claims through the Aged Care Provider Portal for services delivered. A care management component is separately tracked. Client contributions apply to some — but not all — service types.
Commonwealth Home Support Programme (CHSP)
The CHSP provides entry-level home support services — domestic assistance, personal care, social support, and home maintenance — for older Australians with lower care needs. CHSP is block-funded and managed differently to Support at Home. The CHSP is expected to transition to the new system no earlier than 1 July 2027. CHSP income and client contributions need to be reconciled separately from Support at Home funding.
Residential Aged Care
Residential aged care providers receive government subsidies through the Australian National Aged Care Classification (AN-ACC) funding model. Income includes government subsidies, basic daily fees, means-tested care fees, and accommodation payments. Each funding stream needs to be coded and reconciled separately. Residential providers also have additional reporting obligations including the Aged Care Financial Report (ACFR).
"Australian businesses — from individual operators to publicly listed companies — deserve bookkeeping support that is qualified, reliable, and properly priced."
Julian Mahoney, Founder & Director, FreeMyCloud Book a Free ConsultationMy Aged Care bookkeeping for providers involves obligations well beyond standard small business accounting
Government funding structures, complex award payroll, GST-free income coding, and the 2025 transition to Support at Home all combine to make aged care provider bookkeeping one of the most demanding environments in Australian business finance.
Support at Home funding not reconciled correctly
Under Support at Home, each participant has a quarterly budget from which your claims are paid via Services Australia. Reconciling what was claimed through the Aged Care Provider Portal (ACPP) against what was actually received — and tracking care management accounts separately — requires consistent, structured bookkeeping that reflects how the program actually works.
Award payroll errors following 2025 changes
From January 2025, significant reclassifications and two-stage pay increases took effect across the Aged Care Award and SCHADS Award. The Fair Work Ombudsman has flagged active compliance checks in the sector. Providers that have not reviewed their payroll against the updated classifications carry underpayment liability — a Fair Work risk compounded by the sector's reliance on casual and part-time care workers.
GST-free income coded incorrectly
Most My Aged Care provider income is GST-free — but not all services qualify, and misclassification creates ATO compliance issues. Providers can still claim input tax credits on business expenses that carry GST, even though their revenue is largely GST-free. Many providers miss this, leaving ATO refunds unclaimed quarter after quarter.
Client contributions not tracked by service type
Under Support at Home, client contributions vary by service type — clinical care services are fully government funded and require no client contribution, while other services require participant contributions. Tracking these correctly for each client and each service type requires structured accounts receivable management, not a single income account.
BAS prepared from unreconciled records
When bookkeeping falls behind — government payments unmatched, payroll figures not reconciled, expenses not coded — the BAS cannot be prepared accurately. For providers with high volumes of government funding and staff costs, errors in an unreconciled BAS can be material.
Records not ready for audit
My Aged Care providers are subject to audits under the Provider Payment Assurance Program and the Aged Care Quality and Safety Commission. Records must substantiate every claim — service agreements, delivery records, financial reconciliations — kept for a minimum of five years. When bookkeeping records do not align with service delivery records, audit findings can require repayment to Services Australia.
My Aged Care bookkeeping for providers — maintained every week, not just at reporting time
One dedicated graduate accountant managing your My Aged Care provider bookkeeping — funding reconciliation, award payroll, GST-free coding, BAS, and reporting — consistently, every week.
Support at Home reconciliation
Government subsidy payments from Services Australia matched against claims submitted via the ACPP — care management accounts tracked separately, client budgets reconciled each quarter.
Award payroll — Aged Care & SCHADS
Staff pay runs processed with correct award classifications and penalty rates — STP Phase 2 lodged every pay event, super paid by ATO deadlines, updated for 2025 reclassifications.
BAS preparation — keeps you ATO-ready
BAS prepared from fully reconciled records — GST-free aged care income correctly coded, input tax credits on business expenses captured, ready for lodgement every quarter.
Client contribution tracking
Client fees and contributions tracked by service type and participant — correctly separated from government subsidy income so your accounts reflect both funding sources accurately.
Monthly management reporting
Monthly P&L from current data — income by funding type and service line, staffing costs and care expenses — so you can see how the organisation is performing each month.
Audit-ready record-keeping
Financial records maintained to support Provider Payment Assurance Program and ACQSC requirements — payments, claims, and reconciliations documented and current at all times.
Award and GST advice: FreeMyCloud bookkeepers process payroll using the award classifications you have confirmed, and code GST based on the treatment agreed with your registered tax agent. For advice on which award applies to specific roles following the 2025 changes, or the GST treatment of specific services, we recommend speaking with a registered HR advisor or employment lawyer, and your registered tax agent or accountant respectively.
FreeMyCloud provides My Aged Care bookkeeping for providers of every size — from individual operators and small home care businesses through to registered organisations with multiple funding streams and large care workforces.
Book a free consultation
A graduate accountant with Australian experience — your My Aged Care bookkeeping handled correctly, every week.
FreeMyCloud bookkeepers are university-qualified graduate accountants based in our Manila office, with Australian experience working in Xero and MYOB. They are pre-trained in Australian GST, BAS, and payroll requirements — including the specific funding and reporting requirements of My Aged Care registered providers — before they begin with your organisation.
One dedicated bookkeeper is assigned to your organisation — the same person every week, building knowledge of your funding mix, your care workforce, your client base, and your reporting obligations over time.
What My Aged Care provider bookkeeping costs with FreeMyCloud
A dedicated, university-qualified graduate accountant for your aged care organisation — at 50–70% less than a local bookkeeper hire. No super, no leave entitlements, no recruitment overhead.
My Aged Care bookkeeping — operational in 3 business days
Four steps from first contact to your bookkeeper managing your provider accounts.
Free consultation
15 minutes — tell us about your services, your funding types, your payroll awards, and your current software.
Bookkeeper matched
We match you with a graduate accountant with Australian experience and My Aged Care provider bookkeeping knowledge.
Review & setup
Your bookkeeper reviews your chart of accounts, GST coding, award payroll setup, and funding reconciliation process and begins immediately.
Books handled
Support at Home reconciliation, award payroll, GST coding, BAS, and reporting — every week, correctly.
I am a graduate accountant with Australian experience — your My Aged Care provider bookkeeping handled correctly, every week.
I hold a university accounting degree and am based in FreeMyCloud's Manila office, with Australian experience working in Xero and MYOB. I am able to manage the bookkeeping for your My Aged Care registered organisation — reconciling Support at Home government subsidy payments from Services Australia against claims submitted through the Aged Care Provider Portal, tracking care management accounts, managing client contribution records by service type, processing staff payroll under the applicable award, coding all income correctly for GST-free aged care services, preparing your BAS each quarter, and producing monthly management reports showing income by funding stream and overall organisational performance.
I work in your existing accounting software from day one. For specific advice on award classifications following the 2025 changes, or the GST treatment of specific services, I work alongside your registered HR advisor and tax agent — my role is to maintain accurate, current records so your compliance advisors have reliable data to work with.
FreeMyCloud provides My Aged Care bookkeeping for providers of every size — from individual operators and small home care businesses through to registered organisations with complex multi-stream funding, across every state and territory in Australia.
My Aged Care bookkeeping for providers across Australia
FreeMyCloud provides My Aged Care bookkeeping for providers across every state and territory in Australia — Support at Home providers, Commonwealth Home Support Programme (CHSP) providers, residential aged care facilities, transition care and respite services, and allied health organisations of every size, from individual operators through to registered organisations with multiple funding streams and large care workforces.
My Aged Care is the Australian Government's entry point and management system for government-funded aged care services. From 1 November 2025, the Support at Home program replaced the Home Care Packages Program and Short-Term Restorative Care Programme, introducing quarterly participant budgets, a separate care management component, and a new client contribution structure that varies by service type. Providers submit claims through the Aged Care Provider Portal and receive payments from Services Australia — all of which needs to be reconciled accurately in the accounting software each period. The CHSP operates under different arrangements and will transition to the new system no earlier than 1 July 2027. Residential aged care providers operate under the AN-ACC funding model with additional annual reporting obligations including the Aged Care Financial Report.
FreeMyCloud My Aged Care bookkeeping covers Support at Home funding reconciliation, CHSP income management, client contribution tracking by service type, award payroll under the Aged Care Award or SCHADS Award depending on service setting, GST-free income coding, input tax credit claims on business expenses, BAS preparation, accounts receivable management, and monthly management reporting. Our bookkeepers work in Xero, MYOB, or QuickBooks alongside your registered tax agent, accountant, and HR advisors.
FreeMyCloud provides My Aged Care bookkeeping for providers in Sydney, Melbourne, Brisbane, Perth, Adelaide, Canberra, Gold Coast, Newcastle, Geelong, Darwin, Hobart, and all regional areas of Australia.
My Aged Care bookkeeping for providers — common questions
What is My Aged Care and what does it mean for providers?
My Aged Care is the Australian Government's gateway system for government-funded aged care services. Registered providers deliver services to participants who have been assessed and approved through My Aged Care. From 1 November 2025, the new Aged Care Act introduced the Support at Home program, replacing the Home Care Packages Program, and brought significant changes to provider registration, funding structures, and reporting requirements.
What bookkeeping does a My Aged Care registered provider need?
My Aged Care registered providers need government subsidy payments reconciled against claims submitted through the Aged Care Provider Portal, client contributions tracked by service type, payroll processed under the applicable award, income coded correctly for GST-free services, BAS prepared quarterly, and monthly management reporting. FreeMyCloud bookkeepers handle all of this in Xero, MYOB, or QuickBooks.
What is the Support at Home program and how does it affect bookkeeping?
The Support at Home program replaced the Home Care Packages Program from 1 November 2025. Each participant has a quarterly budget based on their funding classification. Providers submit claims through the Aged Care Provider Portal. A care management component is separately tracked. Client contributions vary by service type — clinical care services are fully government funded, while other services require participant contributions. All of this needs to be reconciled in your accounting software each period.
Which payroll award covers My Aged Care provider staff?
The award that applies depends on the care setting. The Aged Care Award 2010 (MA000018) generally covers residential settings. The SCHADS Award home care stream covers workers providing care in a participant's private home. From January 2025, significant reclassifications and pay increases apply across both awards. For specific classification advice we recommend speaking with a registered HR advisor familiar with the aged care sector.
Is GST charged on aged care services?
Most aged care services delivered by My Aged Care registered providers are GST-free under the relevant provisions of the GST Act. However, not all services are GST-free and the treatment depends on the nature of the supply. Providers can still claim input tax credits on business expenses that carry GST. Your FreeMyCloud bookkeeper codes transactions correctly once the classification is confirmed — for specific advice on your services speak with your registered tax agent.
How much does My Aged Care provider bookkeeping cost?
FreeMyCloud My Aged Care bookkeeping typically costs 50–70% less than employing a local bookkeeper. There are no setup fees and no lock-in contracts. Use the savings calculator on our website for a personalised estimate.
How quickly can bookkeeping start?
Most FreeMyCloud clients are operational within 3 business days of an initial consultation. Your bookkeeper is pre-trained and ready to begin from day one — minimal onboarding required.
Is there a lock-in contract?
No. FreeMyCloud operates without lock-in contracts or minimum terms. You are free to cancel at any time. There are also no setup fees.
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Get My Aged Care bookkeeping
for your organisation this week.
Book a free, no-obligation consultation. Tell us about your services, your funding types, and your payroll setup — and we will have the right bookkeeper managing your accounts within 3 business days.