3 February, 2025
Battle of the 7 Best: Comparing Top NDIS Rostering Software in 2025
NDIS
15 min read
Why NDIS Providers Need Rostering Software
- Team Coordination: Coordinating a diverse group of caretakers can be like trying to herd cats. Last-minute changes are frequently required, staff members call in ill, and schedules change.
- Compliance Headaches: Complying with NDIS regulations requires a full-time job. It might be difficult for providers to make sure they are fulfilling all regulatory standards.
- Admin Overload: It’s never easy to strike a balance between client service and paperwork. The administrative load, which includes scheduling and billing, might reduce the amount of time available to provide high-quality care.
- Invoicing manually takes a lot of time and is prone to mistakes. Billing errors may result in payment delays or even difficulties with compliance.
The Solution: Modern Rostering Tools
Thankfully, rostering software is here to save the day. These tools are designed to:
- Automate scheduling, invoicing, and compliance reporting.
- Reduce manual errors and free up your time.
- Improve communication with real-time updates and notifications.
- Use AI-powered analytics to optimize workforce management.
In short, it’s like having a personal assistant who never sleeps. And in 2025, automation isn’t just a luxury—it is necessary to stay competitive.
Exploring the Top 7 NDIS Rostering Software Tools
1. Support Ability
SupportAbility is a comprehensive platform that excels in client management and compliance. It’s a solid choice for larger teams with complex needs.
Key Features:
- Mobile Accessibility: Available on iOS and Android, the SupportAbility app empowers teams with real-time rosters, geolocation-based check-ins and check-outs, and access to critical client information, ensuring uninterrupted service delivery.
- NDIS Invoicing & Claiming: The software simplifies NDIS billing with inbuilt price guides and finance system integrations, enabling the generation of NDIS Bulk Payment Requests, invoice exports, and efficient budget utilization tracking.
- Comprehensive Reporting: SupportAbility offers powerful search tools to create funding statements, goal progress reports, and more, facilitating the tracking of client absenteeism, transport, and provider travel. It also helps identify compliance documentation gaps and monitor client risks to ensure staff safety and quality care.
- Client Goals and Progress Tracking: The platform assists in managing client goals by establishing strategies, recording evidence, and tracking progress, promoting collaboration among carers across services to keep participant progress at the forefront.
- Regular Updates and Compliance: With a dedicated team of NDIS specialists, SupportAbility ensures that the system is always up-to-date with the latest NDIS changes, providing regular updates to maintain compliance and enhance service quality.
Pricing:
2. RotaWiz
RotaWiz is a comprehensive NDIS client management software designed to streamline shift scheduling and enhance operational efficiency for caregivers and support providers in Australia. The platform offers a range of features aimed at improving service delivery and reducing administrative burdens.
Key Features:
- Quick Shift Setup: Efficiently assign and manage shifts tailored to client’s unique needs, eliminating the need for extensive back-and-forth communication and paperwork.
- Effortless Team Administration: Automate and simplify team and remote worker shift management, moving away from complex manual processes.
- Simplified NDIS Invoice System: Generate instant invoices for assigned shifts, add expenses, and maintain accurate accounting records, reducing reliance on traditional documents and spreadsheets.
- Client Management: Deliver personalized care by maintaining detailed records of clients’ preferences, medical histories, and service requirements. Receive notifications for client service inquiries and track allocated tasks seamlessly.
- Smart Fund Handling: Monitor expenses, track available NDIS balances, and manage shifts efficiently, all in compliance with the NDIS price book.
- Rostering Excellence: Benefit from advanced features that make rostering and shift management more efficient for healthcare providers and carers, catering to both small providers and larger teams.
- Incident Management: Provides tools for real-time incident reporting and document updates, ensuring compliance with regulatory requirements and facilitating adherence to NDIS standards.
- Mobile App for Carers: Manage schedules and shifts seamlessly on the go, ensuring real-time updates and improved workflow.
Pricing Structure:
RotaWiz offers flexible pricing plans to accommodate various business needs:
- Startup Plan: Free for up to 5 users. Includes all features of the Basic Plan, fulfilling scheduling requirements for small businesses and startups.
- Basic Plan: $3.99 per user per month. Offers unlimited users, full-fledged rostering software, care plan management, shift tracking, document management, and staff and carer profile access.
- Advanced Plan: $5.99 per user per month. Provides all features of the Basic Plan, plus advanced scheduling filters, Xero integration, incident reporting, availability management, and comprehensive billing and invoicing capabilities.
In summary, RotaWiz serves as a robust solution for NDIS support providers seeking to enhance efficiency, ensure compliance, and deliver high-quality care through a user-friendly and feature-rich platform.
3. ShiftCare
ShiftCare is a great option for smaller providers who want a straightforward, no-fuss solution. It’s intuitive and easy to use, but it might not scale well for larger organizations.
Key Features:
- Care Management: Efficiently manage client details, care plans, and important documents, ensuring that caregivers have instant access to up-to-date information, which reduces administrative tasks and enhances service quality.
- Scheduling: Simplify the planning and organization of teams and shifts with intuitive scheduling tools, ensuring optimal staff allocation and service delivery.
- Human Resources: Streamline staff management with features that handle time tracking, communication, compliance, and more, all within a single platform.
- Invoicing: Integrate the management of invoices, timesheets, and expenses seamlessly, incorporating NDIS pricing to facilitate accurate accounting and reduce workload.
- Caregiver App: Provide caregivers with a mobile app to manage shifts, coordinate with clients, and deliver quality care on the go, enhancing flexibility and responsiveness.
Pricing:
ShiftCare offers flexible subscription plans to accommodate various organizational needs. Pricing is based on the number of active staff members, defined as anyone requiring login access to the system, regardless of their role. The plans are as follows:
- Basic: $9 per user per month (billed annually) or $9.80 per user per month (billed monthly). This plan includes essential features such as the Caregiver App, Staff Scheduling, Care Notes submission, Team Availability Management, and Time & Attendance tracking.
- Professional: $15 per user per month (billed annually) or $15.65 per user per month (billed monthly). In addition to all Basic features, this plan offers Invoice Generation, a Job Board, Advanced Staff Scheduling, Customized Note Headings, and Team Management functionalities.
- Premium: $25 per user per month (billed annually) or $25.80 per user per month (billed monthly). This comprehensive plan encompasses all Professional features plus Custom Forms, Advanced Incident Management, Client Signatures, Draft & Publish Scheduling, and Client Funds Management.
- Enterprise: Tailored for agencies with unique requirements and larger teams, the Enterprise Plan offers customized solutions with advanced features, dedicated support, and custom integrations. Pricing details are available upon consultation.
ShiftCare provides a 7-day free trial, allowing organizations to explore the platform’s capabilities before committing to a subscription. Additionally, there is no minimum contract length, offering flexibility to upgrade or downgrade plans as organizational needs evolve.
4. CareMaster
CareMaster is a versatile option that combines rostering, invoicing, and financial management into one platform. It’s a great fit for providers juggling NDIS and Aged Care.
Key Features:
- Participant Management: Centralizes participant information, including support plans, case notes, and service delivery details, ensuring that support workers have access to up-to-date data for informed care.
- Scheduling & Rostering: Facilitates efficient scheduling with smart filters and alerts, allowing providers to establish worker rosters and schedules seamlessly. The integrated Support Worker App ensures that the workforce remains informed, and participants stay updated.
- Invoicing & Payroll: Streamlines financial processes by enabling the generation of invoices, management of payroll, and production of reports. The system offers seamless integration with accounting software, automating tasks such as NDIS PRODA bulk invoicing and SCHADS award payroll.
- NDIS Price Guide Integration: Includes features to manage updates and apply the latest NDIS price guides in pricing and funding, ensuring accurate and compliant billing.
- Support Worker & Participant Apps: Empowers support workers with access to participant data, schedules, and case notes through a dedicated app, enhancing service delivery. Participants can also engage with their care plans and communicate availability via a user-friendly app.
Pricing Plans:
CareMaster offers three distinct pricing tiers to accommodate various organizational needs:
- Essential Plan: Priced at $15 per user per month, this package is ideal for small providers.
- Standard Plan: At $25 per user per month, this plan is suited for growing NDIS and Aged Care providers. It encompasses all features of the Essential plans.
- Premium Plan: Designed for larger providers, this plan is available at $35 per user per month. It includes all features of the Standard plan.
5. Vertex360
Vertex360 stands as a game-changer in workforce management, offering a seamless, all-in-one solution that simplifies scheduling, enhances compliance, and boosts operational efficiency. Designed for the NDIS service providers, it ensures smooth coordination, reduces administrative burden, and empowers teams to focus on delivering exceptional care.
Key Features:
- Dashboard: An intuitive interface that centralizes participant tracking and human resource compliance, providing a streamlined overview of essential operations.
- Rostering: Simplifies staff scheduling with intelligent rostering features, ensuring optimal allocation of resources.
- Risk Management: Tools to identify, assess, and mitigate risks, ensuring compliance with NDIS standards and enhancing participant safety.
- Human Resource Management (HRM): Streamlines employee data handling, including recruitment, onboarding, and performance tracking, to maintain a competent and compliant workforce.
- Participant Management: Centralizes participant information, support plans, and case notes, facilitating personalized care and efficient service delivery.
- Support Coordination: Manages participants, tracks case notes, streamlines claims, and provides powerful reporting tools to enhance support coordination efforts.
Pricing Plans:
Vertex360 offers flexible pricing plans to accommodate various organizational needs:
- Total Suite: Priced at $25 per month, this plan includes:
- Free accounts for support workers
- Provider’s dashboard
- Effortless invoicing
- Support coordination
- Limited training
- Customer support via email
- Platinum: At $200 per month, this plan encompasses all features of the Total Suite, plus:
- Advice from NDIS expert lawyers
- Standard employment contracts (valued at $800)
- Anti-poaching policy (valued at $500)
- Internal audit report (valued at $1,200)
Both plans offer a 7-day free trial, allowing organizations to explore the platform’s capabilities before committing. There are no lock-in contracts or cancellation fees; a 14-day notice is required for cancellation.
6. Brevity
Brevity is the go-to for providers who need a customizable solution. It’s flexible and scalable, but it might take some time to set up.
Key Features:
- Client Record Management: Securely stores comprehensive client information, including personal details, medical history, care notes, and more, ensuring easy access for authorized staff.
- Employee and HR Management: Facilitates tracking of staff qualifications, certifications, training, compliance checks, and leave management, aiding in maintaining a qualified workforce.
- Scheduling and Rostering: Enables efficient rostering, including group rostering with multiple clients and support workers, and provides a mobile app for staff to access their schedules.
- Billing and Invoicing: Supports bulk claiming and invoicing for clients and third parties, with integration capabilities for accounting software like MYOB, Xero, and QuickBooks.
- Compliance and Reporting: Offers proactive alerts, comprehensive staff communication tracking, secure document management, and advanced analytics to ensure adherence to funding requirements and organizational policies.
Pricing:
Brevity provides transparent pricing based on the number of clients enrolled, with options for monthly or annual plans. All plans are fully managed, with no hidden fees or expensive upgrades. The pricing structure is as follows:
- Lite Plan: $4.49 per client per month, with a base fee of $44.90 per month. This plan includes features such as quoting and service agreements, client and employee profiles, staff compliance checks, rostering and mobile app access, invoicing, NDIS bulk claims, and more.
- Business Plan: $6.49 per client per month, with a base fee of $64.90 per month. It encompasses all Lite plan features plus advanced client and user profiles, group rostering, news feeds, support for SIL and Plan Management modules, custom services and funding sources, and additional advanced functionalities.
- Enterprise Plan: Tailored for larger organizations with specific requirements. For detailed pricing and features, it’s recommended to contact Brevity directly.
A free trial is available for organizations to explore the platform’s capabilities before committing. For a comprehensive understanding of Brevity’s offerings and to determine the best fit for your organization, it’s advisable to request a demo through their website.
7. CTARS
CTARS is a cloud-based client management system designed to streamline operations for care providers, particularly those involved with the National Disability Insurance Scheme (NDIS) and out-of-home care (OOHC) services in Australia. Established in 2010, CTARS offers a comprehensive suite of features to enhance service delivery and ensure compliance with industry standards.
Key Features:
- Comprehensive Client Management: CTARS provides tools for personal client budget management, scheduling, billing, and invoicing, facilitating efficient handling of client finances and appointments.
- Activity and Outcome Tracking: The platform enables day-to-day activity logging, client outcomes monitoring, and goals tracking, ensuring that care providers can effectively document and assess client progress.
- Medication and Incident Management: CTARS includes modules for medication management and incident reporting, promoting safety and compliance within care environments.
- Customizable Forms and Reporting: Users can create custom forms and generate tailored reports to meet specific operational needs, enhancing flexibility and adaptability.
- Real-Time Alerts and Notifications: The system offers real-time alerts and notifications, keeping staff informed and responsive to client needs and organizational updates.
- Integration Capabilities: CTARS integrates seamlessly with various applications, including accounting software like Xero and MYOB, as well as workforce management tools such as easyemployer, expanding its functionality and ensuring cohesive operations.
Security and Compliance:
Pricing Structure:
CTARS offers a flexible, tiered pricing model based on the level of services provided to each client:
- Administration-Only Clients: Free
For potential or administrative clients, no charges are applied until services commence. - Support Coordination & Plan Management Clients: $10 per client per month
Applicable to clients receiving support coordination or plan management services. - Community-Based Support Clients: $20 per client per month
Suitable for services such as community-based support, day programs, foster care, respite, in-home sleepover support, and allied health. - Staffed Accommodation Clients: $60 per client per month
Designed for clients in full-time or temporary accommodation with on-duty staff.
A minimum monthly license cost of $100 applies. If an organization’s usage does not meet this threshold, the remaining balance will be charged to ensure the minimum is met. Additionally, an initial setup fee starting at $2,500 is required for personalized implementation of the system.
Choosing the Best NDIS Rostering Software
Picking the right NDIS software in Australia 2025 comes down to your specific needs. Here’s what to consider:
- Ease of Use: Look for an intuitive interface that won’t require hours of training.
Compliance: Make sure the tool simplifies NDIS compliance. - Scalability: Choose a platform that can grow with your organization.
- Technology: AI, mobile access, and real-time analytics are game-changers.
- Pricing: Find a solution that offers value for money.
For many providers, RotaWiz is the ideal combination of cost-effectiveness, simplicity, and innovation. It is intended to simplify your life so that you can focus on providing outstanding care, which truly counts.
RotaWiz: The Smarter Choice for NDIS Rostering
End Note
Imagine a world where disability services are readily accessible, customised to meet the needs of every individual, and supported by the latest technological advances. This objective has become a reality in Australia with the establishment of the National Disability Insurance Scheme (NDIS), which has completely changed how disability services are provided.
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