NDIS software for small providers – how the right solution can benefit your business

Quality software can help you run a smooth, efficient business, deliver great care, and grow. ShiftCare looks at NDIS software for small providers.

Whether you’re starting out in business or intentionally operating a boutique service, the right NDIS software can make a huge difference for small providers. Quality software designed specifically for the NDIS can streamline and optimise your service delivery, boosting efficiency (and therefore revenue) and helping you provide the highest standards of client care.

Many small providers also plan to grow. Choosing the right software now can help you accomplish your goals and grow alongside you.

The benefits of using NDIS software

NDIS software solutions are designed to help service providers manage their operations more easily and efficiently. Here are some of the advantages of NDIS software for small providers.

Simplify rostering

Digital rostering systems make it easy to manage your care and support teams by simplifying shift allocation. A quality solution will have drag and drop functionality that allows you to set up shifts in seconds, including recurring shifts and group rosters. An intuitive dashboard can instantly reveal gaps and team availability, so you can quickly fill vacant shifts and plan for staff leave coverage.

Easily track staff time and attendance

Solutions with a mobile app allow on-the-go recording of shift start and end times and help ensure workers are at the right places. ShiftCare, for example, has a clock on and off option in the carer’s app, which also geolocalises them to make sure they are at the right client's address for the right amount of time. Support workers can even claim expenses instantly through the app.

Streamline care management

With care management being a vital part of any sized NDIS business, it makes sense to ensure this aspect is smooth and streamlined. NDIS software can help by simplifying new client onboarding, goal establishment and relationship building with staff and your organisation. A quality solution will also help you track client progress and share this with the right people. ShiftCare makes it easy to welcome and foster relationships with clients, upload care plans, monitor progress, and allow your clients’ loved ones to participate actively in their care.

Easier documentation

Documentation is an essential and often time-consuming part of being an NDIS provider. Software can make this quicker, easier and less error-prone by enabling staff to record progress notes immediately after each shift, while details are still fresh in mind. Some solutions, like ShiftCare’s, offer advanced features like speech-to-text conversion to speed up record keeping. Moving record-keeping to a cloud-based system also gives you immediate access to important documents and functions, irrespective of your location.

Save time and money

With reduced paperwork comes time savings, which means cost savings. Look for an NDIS solution with preloaded NDIS pricing, the ability to preset your own pricing, and automatic invoice generation, which can reduce invoicing time by up to 90%. Customisable templates can also enhance time- and cost-efficiencies exponentially.

Reduced risk of errors

In addition to minimising the risk of errors associated with manual rostering and record keeping, a software solution can help you maintain accurate and up-to-date financials. ShiftCare, for example, automatically allocates the correct code from the NDIS price guide when you roster shifts, helping to ensure your invoices will be NDIS compliant.

Integrate accounting processes

NDIS software can also streamline your accounting processes through integration with popular accounting solutions such as Xero, MYOB, and QuickBooks, making it easy to automatically generate NDIS invoices and cut down on tax time.

Enhanced communication

Collaboration is essential in any business, and especially so in those providing services to people living with disabilities and their loved ones. NDIS software with inbuilt communication tools, such as ShiftCare’s app, can help your team work seamlessly together to deliver a higher standard of care.


Another non-negotiable part of doing business with the NDIS is compliance. Whether you’re a large or small NDIS provider, registered or unregistered, you need to maintain certain standards. Pick a software that allows you to upload and store key documents and certifications, such as police or working with children checks. A cloud-based solution facilitates quick and easy access to and sharing of documents from any location, minus the need to store mountains of paperwork.

Attract and retain great staff

The National Skills Commission predicts aged and disability carer jobs will grow by 54,700 over the next four years. This means small providers will need to compete to find and retain staff. Giving your people the tools and technology to do their jobs well and enjoy a positive workplace experience gives you an edge in a highly competitive market.


A cloud-based solution also provides security. It reduces the risk of vital documents being damaged, lost or stolen from your premises, with the software provider taking responsibility for cloud security.

Enhance customer service

Delivering a great customer experience is key to business success. By helping you to provide a smooth, efficient and professional service, NDIS software can help small providers create a great impression with NDIS clients, their families, and potential referrers. 

As a small provider, how do I choose NDIS software that’s right for my business?

To choose a system that’s right for you, a great place to start is with a list of features and functions that are important to your business. Some things to consider in determining the right software for you include:

  • Is it specifically designed for NDIS service providers?

  • Does it cater to all the sectors you work in and aspects of your service provision e.g. allied health, aged care, disability support?

  • Does it have all the functions you need e.g. shift scheduling, invoicing, record-keeping, care management, communication tools?

  • Does it have an app so you and your team can access key functions on the go?

  • Does it have templates you can customise and adapt to your needs?

  • Will it integrate with your accounting system?

  • What training, resources and support are available to help you get the most from the system?

  • How secure is the data storage?

  • How easy is it to use and can you do a free trial?

  • Is there a minimum contract term and/or cancellation fee?

  • How much does it cost?

  • Can it grow with your organisation?

Remember that while you may be a small provider now, it’s a good idea to begin with the end in mind. If you have plans to build a bigger business, you’ll want a solution you won’t outgrow, but one that will support your changing needs. ShiftCare offers a minimum of five licences, making it ideal for NDIS providers who are starting out small. With three convenient plans, you can choose an option with the features you need, without paying for those you don’t. And you can upgrade at any time as your business evolves.

Does my business really need NDIS software?

As a small provider, you may be wondering whether NDIS software is really necessary. We’ve put together a checklist of questions to help you decide.

  • Do you want your small business to present the level of professionalism and expertise clients and referrers expect?

  • Do you want systems and processes that make it easy to stay up to date with changes to the NDIS, such as pricing and compliance requirements?

  • Would you like to attract and retain motivated and caring staff?

  • Would you like to streamline care management and deliver the highest standards of service to NDIS participants?

  • Do you have plans to grow your business?

  • Would you like to spend less time on routine administrative tasks and be freed up to spend it on more productive business activities, such as attracting more NDIS clients, designing ways to deliver better care, or simply taking some time out to relax?

If you answered yes to one or more of these questions, NDIS software is the ideal way to build a successful business you’ll enjoy operating for years to come.

ShiftCare is custom-built for the needs of NDIS providers. It helps you to streamline operations, maintain compliance and gain greater control over your business.

Why not try it free for a week to see how ShiftCare’s NDIS software can work for your business?

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