Next Gen NDIS Software
Built by sitting inside an NDIS provider's office for 6 months. Not by reading the NDIS Practice Standards in a boardroom.
Challenge
NDIS providers are stuck between two bad options: expensive SaaS platforms like ShiftCare or Brevity that charge per-participant or per-user, or spreadsheets and paper that create compliance nightmares. Neither option was built by sitting in an NDIS provider's office and watching how they actually manage shifts, incidents, and participant care.
Features
Lead capture & AI-powered scoring
Multi-channel lead intake — web forms, Facebook/Meta ads, phone enquiries, and referral partner submissions all flow into one pipeline
AI-powered lead scoring ranks enquiries by likelihood to convert and plan value
Automated follow-up sequences so no lead goes cold
Conversion tracking from first contact through to active participant
Referral source analytics — know which channels bring your best participants
Participant lifecycle management
Full journey from initial enquiry through onboarding, identity verification, service agreements, to active care
Comprehensive participant profiles including NDIS plan details, management types, funding categories, and support item allocations
Circle of Support mapping — family members, guardians, support coordinators, plan managers, and allied health professionals all linked to the participant
Care instructions, preferences, routines, and communication needs documented and visible to every worker on shift
Onboarding checklists with automated reminders for missing documents or unsigned agreements
E-signature integration for service agreements and consent forms
Smart shift scheduling & rostering
Drag-and-drop roster builder with automatic conflict detection
Recurring shift patterns for regular participants — set once, roster forever
Multi-staff assignment for group activities and high-support participants
NDIS support item linking per shift — every shift knows what it bills against
Shift request workflows — workers request, managers approve, participants are notified
Geofencing rules per participant location to enforce service boundaries
Shift expenses and mileage tracking built into every shift record
Availability management — workers set their available hours, managers roster against it
Electronic Visit Verification (EVV)
GPS-verified clock-in and clock-out from the mobile app
Geofencing alerts when workers clock in outside the expected location
Real-time visibility into who's on shift, who's arrived, and who's running late
Automatic timesheet generation from verified clock-in/out data
Photo verification option for high-compliance environments
Real-time manager dashboard
Live shift status across all participants and locations — updated via WebSocket, no refreshing needed
At-a-glance view of today's shifts, overdue clock-ins, open incidents, and pending approvals
Team performance metrics — punctuality, shift completion rates, incident frequency
Quick actions — reassign shifts, approve timesheets, escalate incidents without leaving the dashboard
Configurable alerts pushed to mobile for critical events
NDIS price guide integration
Complete NDIS price guide built in — all support items, categories, and regional modifiers
Rates automatically applied based on time of day, day of week, public holidays, and participant location
Price guide updates rolled out as NDIS publishes them — no manual maintenance
Support for all management types: NDIA-managed, plan-managed, and self-managed
Automated invoicing & NDIS claims
Generate NDIS-compliant invoices from approved timesheets in bulk
Automatic line item matching to support categories and plan budgets
Separate invoicing workflows for plan managers, NDIA, and self-managed participants
Invoice status tracking — sent, viewed, paid, overdue
Credit note and adjustment workflows for disputed charges
Export-ready formats for all major plan management platforms
Budget tracking with smart alerts
Real-time visibility into every participant's budget utilisation across all support categories
Automated alerts when budgets are approaching limits, overspent, or significantly under-utilised
Plan review preparation — see exactly how funds were used before the next plan meeting
Historical budget trends to support plan increase requests
Forecast remaining budget based on current service patterns
Training & compliance tracking (LMS)
Track mandatory training, certifications, and professional development for every worker
Expiry date monitoring with automated renewal reminders — 90 days, 30 days, 7 days before expiry
Training completion dashboards for managers and compliance officers
Link training records to NDIS Practice Standards requirements
Never fail an audit because someone's First Aid, CPR, or medication competency expired
Incident & hazard reporting
Structured incident forms with NDIS reportable incident classification
Automated escalation to managers, senior leadership, and the NDIS Commission based on severity
Investigation workflows with evidence collection, witness statements, and corrective actions
Complaint management linked to participants, workers, and services
Compliance-ready audit trails for every incident — ready for Quality & Safeguards Commission reviews
Trend analysis to identify systemic issues before they become audit findings
Staff management & payroll
Comprehensive staff profiles with qualifications, working with children checks, NDIS worker screening, and vehicle details
Flexible rate configuration — weekday, weekend, public holiday, sleepover, active night, per-km travel rates
Team structures with supervisors, coordinators, and reporting lines
Leave management with automatic roster impact analysis
Timesheet-to-payroll pipeline — approved timesheets flow directly to your payroll system
Direct integration with Xero and MYOB for seamless pay runs
Training & compliance tracking (LMS)
Track mandatory training, certifications, and professional development for every worker
Expiry date monitoring with automated renewal reminders — 90 days, 30 days, 7 days before expiry
Training completion dashboards for managers and compliance officers
Link training records to NDIS Practice Standards requirements
Never fail an audit because someone's First Aid, CPR, or medication competency expired
Communication hub
Unified communication thread per participant — SMS, email, in-app chat, and phone call logs in one place
Automated workflow notifications triggered by shift events, incidents, and milestones
Broadcast messaging to teams, participants, or families
Configurable message templates with dynamic fields (participant name, shift time, worker name)
Multi-channel delivery — right message, right channel, right time
Family & guardian portal
Families log in to view care schedules, shift workers, and upcoming appointments
Progress notes shared securely — families see what care was delivered and how their loved one is doing
Two-way messaging between families and the support team
Transparency that builds trust, reduces complaints, and improves satisfaction scores
AI-powered care insights
Pattern detection across progress notes to flag behavioural changes, declining engagement, or emerging risks
Automated suggestions for goal adjustments based on observed progress
Highlight participant improvements for inclusion in plan review evidence
Predictive alerts when service patterns indicate potential plan underspend or overspend
Governance & audit framework
Digital evidence collection mapped to NDIS Practice Standards
Policy acknowledgement tracking — know who's read what and when
Compliance controls with configurable rules and automated enforcement
Audit-ready reporting that gives you confidence before the Commission walks in
Progress notes & goal tracking
Rich text progress notes with templates per support type
Goal tracking aligned to NDIS plan domains and participant aspirations
Photo and file attachments for evidence-based reporting
Supervisor review and sign-off workflows on notes
Cuebites Launchpad
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