Participant portals, scheduling and rostering, case management, NDIS billing, compliance management, dashboards and mobile worker apps. Built for NDIS providers, disability services and care organisations.
Software that reduces admin, improves participant experience and makes compliance reporting automatic. Perth-based, Australia-wide.
Running an NDIS provider means juggling scheduling, case management, billing, compliance, participant communications and worker management, often across disconnected systems that do not talk to each other.
Most providers use some combination of a CRM, rostering tool, accounting software, the NDIS portal and a lot of spreadsheets. Participant data gets entered multiple times. Claims are compiled manually. Incident reports live in Word documents. Audit preparation takes weeks.
Custom software connects these systems, gives participants and families self-service portals, automates the service-to-billing workflow, and makes compliance evidence a byproduct of everyday operations rather than a separate exercise.
Three stages. No surprises. Your live operations stay untouched until cutover — delivered personally by the founder.
Week 0
15-minute scoping call. We map your current systems, the specific workflow pain points, and the regulatory/compliance constraints unique to your industry. Fixed-price quote inside 48 hours.
Weeks 1–N
New system built in a sandbox and parallel-run against your live operations. Every workflow, integration and compliance check validated before production.
Cutover
Production cutover on a planned window. Team training, monitoring active, 30 days post-launch support. Documentation and source code handed over in full.
Operational pain points we solve with custom software, integrations and workflow automation.
Support worker availability, participant preferences, travel time, skill matching and cancellations managed in spreadsheets or basic roster tools. Changes cascade manually. Double-ups and gaps happen regularly.
Participants and their families have no self-service access. They cannot view their plan, check upcoming appointments, see progress notes, access invoices or communicate with coordinators without calling or emailing.
NDIS Practice Standards, incident reports, restrictive practices registers, worker screening checks, service agreements, risk assessments and progress notes all managed in different places. Audit preparation is a scramble.
CRM, rostering, case management, accounting, NDIS portal and HR systems all separate. Participant information duplicated across systems. Service delivery data entered multiple times. No single source of truth.
Matching service delivery to NDIS line items, tracking plan budgets, generating claims for the NDIA portal and reconciling payments is manual, error-prone and time-consuming. Under-claiming is common.
Incident reports, risk assessments, complaints and restrictive practices logged in different formats (Word documents, emails, spreadsheets). Tracking trends, meeting reporting obligations and demonstrating continuous improvement is difficult.
Scheduling, case management, participant portals, NDIS billing and compliance platforms.
Smart rostering that matches support workers to participants based on skills, availability, location, preferences and continuity of care. Drag-and-drop scheduling with conflict detection and travel time estimation.
Worker and participant apps: support workers see their roster, get travel directions, log shift notes, record incidents and check in/out. Participants see upcoming appointments. Cancellations and changes flow automatically.
Complete participant records: NDIS plan details, goals, service agreements, risk assessments, support needs, progress notes and incident history. Everything about a participant in one place, accessible by authorised staff.
Goal tracking: link service delivery to participant goals. Track progress, record evidence, generate reports for plan reviews. Show the NDIA (and participants) what outcomes have been achieved.
Incident reporting forms accessible from any device. Workers log incidents immediately with structured data, photos and witness details. Workflows route to managers for review, investigation and closure.
NDIS Practice Standards evidence: worker screening checks, training records, policy version control, complaints and feedback registers, restrictive practices reporting and continuous improvement documentation.
Branded participant portal: view upcoming appointments, progress notes, plan budget utilisation, invoices, service agreements and communications. Families and plan nominees can access with their own login.
Communication hub: secure messaging between participants, families and coordinators. Document sharing for service agreements, reports and important notices. Push notifications for appointment reminders.
Service delivery data flows into billing automatically. Shifts recorded by support workers map to NDIS line items. Claims generated in the format required for the NDIA portal or plan managers.
Budget tracking: real-time visibility of plan budget utilisation by support category. Alerts when approaching budget limits. Prevent over-servicing before it happens.
We built an NDIS Practice Standards compliance platform with evidence management, audit preparation, incident tracking and staff training records.
Read the full case study
When participants and their families can log in and see appointments, progress notes, budget utilisation and invoices, that is a level of transparency that builds trust. Most providers do not offer this.
Self-service access means fewer phone calls to the office asking "When is my next appointment?" or "How much budget do I have left?" Participants feel informed and in control.
In a competitive NDIS market, the participant experience is a differentiator. Word-of-mouth from families is still the strongest referral channel. A great digital experience supports word-of-mouth.
Automated rostering, digital shift records, connected billing and self-service portals eliminate the manual admin that consumes coordination teams. Less data entry. Less email. Less phone tag.
Coordinators spend their time on participant outcomes and worker support instead of spreadsheets, data entry and chasing paperwork.
Organisations with 50+ participants typically save 20–30 hours per week in admin time through workflow automation and self-service.
When incidents are logged through structured forms, worker screening tracked in the system, and service delivery documented through shift records, compliance evidence generates itself.
NDIS Practice Standards documentation, reportable incidents register, restrictive practices records, worker qualification tracking and continuous improvement evidence all centralised and searchable.
When the NDIS Quality and Safeguards Commission audits, you show them the system. Timestamped, version-controlled and complete.
Service delivery automatically mapped to NDIS line items means claims are accurate and complete. Under-claiming, one of the biggest revenue leaks in NDIS, is eliminated.
Real-time budget tracking per participant prevents over-servicing and allows proactive conversations about plan utilisation before reviews.
Financial dashboarding: revenue by service type, worker utilisation rates, outstanding claims, rejection rates and cash flow projection. Board-ready without month-end reporting sprints.
The services we deliver for NDIS and care services clients.
Participant portals, scheduling systems, case management and billing platforms.
Service delivery, compliance, financial and operational dashboards.
Connect NDIS portal, accounting, rostering, CRM and HR systems.
AI document processing, progress note summarisation and compliance checking.
Worker apps for shift management, incident logging and participant support.
Replace Access databases, spreadsheets and disconnected tools.
Common NDIS and care services workflows we build software around.
Branded portal for appointments, progress notes, budget tracking, invoices and secure messaging.
Smart worker-participant matching, availability management, dispatch and shift recording.
Service-to-line-item mapping, budget tracking, claim generation and payment reconciliation.
Digital incident forms, Practice Standards evidence, restrictive practices registers and audit trails.
Roster view, shift check-in/out, progress notes, incident logging and travel directions.
Service delivery volumes, worker utilisation, financial performance, compliance KPIs and participant outcomes.
We connect NDIS portals, accounting, rostering, HR and communication platforms.
Invoicing, payment plans, payroll integration and financial reporting synced automatically.
Claim submission, payment reconciliation and plan information retrieval via NDIS APIs.
Integration with existing rostering tools (ShiftCare, Skedulo, Deputy) or replacement with custom scheduling.
Email, calendar, Teams/Meet and document integration for communications and scheduling.
Online payments for self-managed participants and gap fees with automated receipts.
Australian-hosted cloud infrastructure for participant data, documents and application hosting.
Recent project examples from NDIS and care services clients (details anonymised).
We were drowning in admin. Rostering in spreadsheets, billing compiled manually from shift records, incident reports in Word documents, and participants calling the office for everything. HELLO PEOPLE built us a system that connects it all. Participants log in and see their appointments and budget. Workers record shifts on their phone and it flows straight into billing. Our compliance documentation is in one place. The amount of time we have reclaimed is significant.
We understand participant data security, NDIS billing complexity and the importance of reliability in care systems.
We have built portals, scheduling systems, billing tools and compliance platforms for NDIS providers and care organisations. We understand NDIS pricing, Practice Standards, incident reporting and the challenges of participant-facing services.
NDIS participant data requires the highest level of protection. Role-based access, encryption at rest and in transit, audit logging, MFA and Australian-hosted infrastructure. Privacy by design.
NDIS portal, Xero, MYOB, rostering platforms, HR systems and CRM: we integrate with what you already use and add the participant portal and workflow pieces that are missing.
Scoped, quoted fixed-price, delivered in stages. Participant portal in 8–12 weeks. Scheduling system in 10–14 weeks. Full platform in 4–7 months. You see working software early.
Based in Perth, working with NDIS providers and care organisations across WA and nationally. All hosting on Australian infrastructure.
Monthly support plans covering bug fixes, security patches, system monitoring, integration maintenance and feature development. NDIS systems need to be reliable. Participants depend on them.
Yes. Participant and family portals are one of our most common NDIS projects. Appointment viewing, progress notes, budget utilisation, invoices, messaging and document access — branded to your organisation. Fixed-price quote after scoping.
Yes. Smart rostering that matches workers to participants based on skills, availability, location and preferences. Worker apps for shift management. Coordinator dashboards for gap identification and dispatch. Integrated with billing so shifts become claims automatically.
Yes. Service delivery records map to NDIS line items. Claims generated in the correct format for the NDIA portal or plan managers. Budget tracking per participant with alerts. Payment reconciliation with Xero or MYOB. Eliminates under-claiming.
Yes. We build integrations with the NDIA portal via PRODA for claim submission, payment retrieval and plan information, where APIs are available. For areas without API access, we build workflow tools that mirror the portal requirements.
We provide a fixed-price quote after scoping. Focused tools (a participant portal, scheduling and rostering, billing and claims) sit at the lower end of project size. A full platform combining portal, scheduling, case management, billing and compliance is larger.
Yes. Incident reporting, worker screening verification, restrictive practices registers, policy version control, complaints management and continuous improvement tracking. All centralised in one searchable system with audit trails.
Participant portal MVP: 8 to 12 weeks. Scheduling system: 10 to 14 weeks. Full platform: 4 to 7 months delivered in stages. Core modules ship first while advanced features follow.
Yes. Monthly support covering bug fixes, security updates, compliance changes, integration maintenance and feature development. NDIS systems need to be reliable and kept up to date with pricing and regulatory changes.
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What services do you deliver? How many participants? What systems do you use now? What admin processes take the most time? We will come back with a plan and fixed-price quote.
Prefer a quick chat? Call 0425 531 127. We answer the phone in Perth.
