NDIS practice management · Built in Australia
Every shift, note and claim in one place.
Ability360 runs the operational side of an NDIS business — participants, rostering, case notes, worker compliance and bulk claiming — so your team stops rebuilding the same spreadsheet every week.
Good morning, Nomi
Thu 27 Aug · MelbourneThe platform
Eight modules that already know how the NDIS works
Not a generic CRM with disability labels bolted on. Support categories, price guide line items, service agreements and worker screening are first-class objects.
See the week before it goes wrong
One screen for the things that cost money when they slip: unfilled shifts, notes not written, plans running down, claims sitting in draft.
- Live coverage — unfilled shifts surface the moment a worker declines.
- Plan burn-down — participants tracking over or under budget, flagged early.
- Revenue at risk — delivered hours with no claim line behind them.
| Item | Owner | Due |
|---|---|---|
| Unfilled sleepover — Sat | Rostering | 2 days |
| 4 case notes unsigned | A. Nguyen | Today |
| Plan ends — R. Patel | Coordination | 11 days |
| Bulk claim ready | Finance | Ready |
The whole participant, not a contact record
Plan dates, budgets by support category, goals, service agreement, consents, risk assessments and the full note history on one profile.
- Budget tracking — allocated, delivered and remaining per category.
- Service agreements — generated from the plan, e-signed, versioned.
- Goals and outcomes — linked to the notes that evidence them.
| Support category | Allocated | Used | Left |
|---|---|---|---|
| Core — daily living | $78,400 | $61,900 | $16,500 |
| Core — community | $21,000 | $19,880 | $1,120 |
| Capacity building | $14,600 | $6,240 | $8,360 |
| Capital — AT | $5,200 | $5,200 | $0 |
Rostering that checks itself
Drag a shift and Ability360 checks the worker's screening clearance, their availability, the participant's preferences and the award rules before it lets you publish.
- Conflict warnings — double bookings, expired clearances, over-hours.
- Publish to the worker app — accept, decline, clock in with geolocation.
- Recurring patterns — SIL rotations built once, rolled forward.
Notes written on the shift, not on Sunday night
The worker app opens the note pre-filled with the participant, the shift, the goals and the time. Support workers finish it before they leave.
- Goal-linked — every note attaches to the outcome it evidences.
- Incident escalation — flag a note and it opens an incident record.
- Locked and audited — edits keep a full trail for the auditor.
| Participant | R. Patel |
| Goal worked on | Independent travel — bus route to TAFE |
| Support provided | Prompted route planning, travelled 2 stops unassisted |
| Incident | None recorded |
| Signed | A. Nguyen · 13:06 · device verified |
Compliance that nags the right person
Worker screening, first aid, police checks, right-to-work, vehicle insurance, training modules — each with an expiry that chases the worker, then the manager.
- Expiry automation — reminders at 60, 30 and 7 days.
- Roster lock — a worker with a lapsed clearance can't be scheduled.
- Onboarding checklist — new worker to first shift, tracked.
| Worker | Document | Expires |
|---|---|---|
| S. Haddad | NDIS Worker Screening | 4 days |
| M. Osei | First aid & CPR | 22 days |
| J. Whitlock | Vehicle insurance | 39 days |
| A. Nguyen | Manual handling | 7 months |
From delivered shift to paid claim
Approved shifts become claim lines against the right price guide item, at the right ratio and time-of-day loading. Export the bulk payment request, import the remittance, reconcile the rejections.
- Price guide built in — updated with each release, per state.
- Bulk upload file — formatted for the provider portal, validated first.
- Rejection handling — failed lines returned to a queue with the reason.
| Line item | Qty | Rate | Total |
|---|---|---|---|
| 01_011_0107_1_1 Assistance — standard | 184.0 | $70.23 | $12,922 |
| 01_002_0107_1_1 Assistance — Saturday | 42.5 | $98.83 | $4,200 |
| 04_104_0125_6_1 Community participation | 96.0 | $67.56 | $6,486 |
| 01_832_0115_1_1 Sleepover | 7.0 | $287.09 | $2,010 |
One place the auditor can actually be sent
Policies, procedures, participant files, worker files and forms with version history — and an export that assembles the evidence pack for a given practice standard.
- Version control — who changed a policy, when, and what changed.
- Acknowledgements — which workers have read which version.
- Form builder — build an intake or a risk assessment without a developer.
| Document | Version | Read by |
|---|---|---|
| Incident management procedure | v4.2 | 31 / 34 |
| Restrictive practices policy | v2.0 | 34 / 34 |
| Complaints handling | v3.1 | 28 / 34 |
| Emergency & disaster plan | v1.6 | 34 / 34 |
Coordination hours that bill themselves
Track time against coordination line items as you work, keep the provider network per participant, and produce the plan review report from the record you already kept.
- Time capture — a timer per participant, mapped to the right item.
- Provider network — who else is engaged, and their agreement status.
- Plan review pack — goals, progress and spend, generated.
| Participant | Activity | Hours |
|---|---|---|
| R. Patel | Provider sourcing — SIL vacancy | 6.5 |
| K. Ferreira | Plan review preparation | 4.0 |
| D. Ahmed | Crisis response & escalation | 9.25 |
| L. Brennan | Service agreement negotiation | 3.75 |
Reporting
The four numbers that decide whether the month worked
Revenue by support category, roster coverage, claim status and hours delivered — updated as shifts are approved, not assembled at the end of the quarter.
Revenue by support category
Claimed value, last six months ($ thousands)
Claim status
Current period · $297,320 raised
Rejections are returned to a queue with the portal's reason code attached, so the same error doesn't repeat next fortnight.
Roster coverage
Share of scheduled shift blocks with a cleared worker assigned · week of 24 August
Getting started
Live in a fortnight, not a quarter
Onboarding runs as a checklist you can see. Most providers are rostering in week one and claiming from Ability360 in week two.
Import
Participants, workers and active service agreements come across from your spreadsheets or your current system.
Configure
Your roles, permissions, note templates, forms and claim settings — set up with you on a shared call.
Roster
Build the first published week, invite support workers to the app, run it in parallel if you want.
Claim
Generate the first bulk payment request, reconcile the remittance, and switch the old system off.
Compliance
Built by people who have sat through the audit
Ability360 is shaped around the NDIS Practice Standards — incident management, complaints, restrictive practices, worker screening and participant money. When the auditor asks for evidence of a control, the record already exists and can be exported in one pack.
| Module | Evidence source | Status |
|---|---|---|
| Rights & responsibilities | Agreements, consents | Complete |
| Governance & operations | Policy register, risk log | Complete |
| Provision of supports | Notes, goals, rosters | Complete |
| Support environment | Vehicle & premises checks | 2 open |
| Module 2a — high intensity | Competency records | Complete |
Pricing
Priced per participant, not per seat
Add as many support workers and coordinators as you need — you're charged on the participants you actually support. All prices in AUD, billed monthly, cancel any time.
Up to 20 participants. For new and small providers finding their feet.
- ✓ Participants, rostering, case notes
- ✓ Worker app with clock in/out
- ✓ Compliance expiry tracking
- ✓ Email support
Up to 80 participants. For providers running rosters and claiming weekly.
- ✓ Everything in Starter
- ✓ Invoicing & bulk NDIS claiming
- ✓ Document register & form builder
- ✓ Roles & granular permissions
- ✓ Onboarding call and data import
80+ participants, multiple sites or SIL houses at volume.
- ✓ Everything in Growth
- ✓ Multi-entity and multi-site
- ✓ Support coordination module
- ✓ Custom reporting & API access
- ✓ Named account manager
Placeholder — replace before launch
What providers say
These three cards are empty slots. Fill them with real quotes from your pilot providers once you have written permission to use their name — invented testimonials are both a legal risk and the first thing a careful buyer checks.
“Quote from your first pilot provider — ideally about a specific hour saved or an audit passed.”
“Quote from a support coordinator about the participant record or plan tracking.”
“Quote from a finance or admin person about claiming and rejections.”
Free for 14 days