Participant records & intake
Plans, goals, contacts, nominees, preferences and documents in one record, plus an intake pipeline for new referrals.
NDIS provider software: rosters, notes & claiming
NDIS providers: less admin, more support. Plans, notes and claims in one place.
Service agreements live in Word, shift notes turn up on paper days later and claims get built in a spreadsheet late on a Sunday. We build participant management, rostering, shift notes and claiming systems for NDIS providers that all work off the same record. Then we host them and look after them.
Looking for NDIS provider software that fits how you actually deliver support?
Running an NDIS service means doing the support work and a mountain of paperwork behind it. Every participant has a plan, a budget, a service agreement and goals. Every shift needs the right worker, a proper note, the right support item and a claim that won't bounce. Most providers hold it together with a rostering app, a shared drive, a group chat and a coordinator who knows everything because nobody else does.
Wollopit builds custom NDIS software around your services and your team. A shift gets rostered to a worker with the right checks, the note gets written on their phone before they leave, the budget updates and the claim is ready to go. Incidents get reported on time and audit evidence files itself as you work. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from NDIS providers
Does your NDIS provider have these problems? Here's how we'd fix them.
Most providers we talk to are brilliant at support and buried in admin. The work gets done. Proving it gets done is what eats the week.
- The problemService agreements in WordLast year's template gets copied, edited, printed, signed and scanned back in. Then the plan changes and you start again.How we fix itAgreements built from the participant's plan and your price list, signed on a phone or tablet and saved to their record.
- The problemShift notes written days laterNotes scribbled on paper or texted to the office. Half are missing when it's time to claim and the rest say "good shift".How we fix itWorkers write notes on their phone before they clock off, with prompts tied to the participant's goals so notes actually mean something.
- The problemBudgets overspentNobody notices a core budget is nearly gone until a claim is rejected and you've already delivered the support.How we fix itLive budget tracking per participant and support category, with spend rate, forecasts and alerts before funds run low.
- The problemClaiming takes daysHours checked against the roster, support items looked up in the price guide and a bulk upload file built line by line.How we fix itClaims built straight from delivered shifts with the right support items and prices. The bulk payment file is ready for the portal.
- The problemRejected claims nobody chasesA few lines bounce every run. They sit in an inbox and the money quietly never arrives.How we fix itRejections matched back to the shift with the reason, fixed in one place and resubmitted. Nothing falls through.
- The problemRostering by group chatShifts posted in a chat, filled by whoever answers first. The participant who wanted a female worker gets someone new again.How we fix itRosters matched by skills, checks, location, availability and participant preferences. Workers accept shifts in the app.
- The problemExpired worker checksA First Aid certificate or licence lapses and nobody notices until an auditor asks for it.How we fix itA compliance register for every worker with expiry alerts. Workers with lapsed checks can't be rostered.
- The problemIncidents reported lateSomething happens on shift, the worker tells a mate and the coordinator hears about it on Monday.How we fix itIncident forms on the worker's phone, instant escalation to managers and a clock running on anything reportable.
- The problemAudit panicWeeks spent digging through folders for training records, signed agreements and evidence of goals being worked on.How we fix itEvidence filed as you go against the Practice Standards, so an audit pack is a report you run. Not a month you lose.
- The problemFamilies ringing the officeParents and nominees call to ask when the next shift is, who's coming and how things are going.How we fix itA family portal showing upcoming supports, the worker's name and photo and shared updates where the participant agrees.
- The problemKilometres claimed wrongTravel and transport scribbled on timesheets, guessed at and either over-claimed or never claimed at all.How we fix itKilometres logged against each shift on the worker's phone and split correctly between provider travel and participant transport.
- The problemReferrals lost in the inboxEnquiries from support coordinators come in by email and phone. Some get a reply in a week. Some never do.How we fix itA referral form on your website and an intake pipeline so every enquiry gets tracked from first call to first shift.
02What we build
Solutions
What we build for NDIS providers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Service agreements
Generated from the plan and your price list, signed online and renewed when the plan changes.
Plan budget tracking
Funds tracked live by support category with forecasts, alerts and plan end dates front and centre.
Rostering & worker matching
Shifts matched by skills, checks, location, gender and participant preferences, with open shifts workers can accept.
Support worker app
Today's shifts, participant info, clock on and off, notes, incidents and kilometres on the worker's phone.
Shift notes & goal tracking
Structured notes linked to each participant's goals, with photos and offline saving for patchy reception.
Timesheets & payroll export
Hours from clock-ons with the right award penalties flagged, exported to Xero, MYOB or Employment Hero.
NDIS claiming
Bulk payment files from delivered supports, cancellation rules applied and rejected lines tracked to fixed.
Plan and self-managed invoicing
Invoices sent to plan managers and self-managed participants automatically, with payments matched.
Incident management
Phone-based incident reports, escalation, reportable incident timers and follow-up actions.
Worker compliance register
Worker Screening, First Aid, CPR, licences, insurance and training with expiry alerts.
Audit & quality evidence
Policies, training records, complaints and feedback filed against the Practice Standards for audit time.
SIL & house management
Rosters of care, house handovers, medication charts and shared house calendars for supported living.
Family & participant portal
Upcoming supports, worker profiles, shared updates and easy-read options where appropriate.
A website that gets referrals
Clear services, service areas and a referral form coordinators actually use, built to rank locally.
03The systems
The big ones
Your whole service, on one system.
These are the systems NDIS providers ask us about most. Each one works on its own. They get properly clever when they share the same participant record.
Participant management
Every participant, plan and goal in one place.
One record holds the plan, the budget, the service agreement, goals, contacts and preferences. Coordinators stop hunting through folders. Workers see only what they need for the shift in front of them.
- Plan dates, funding type and categories
- Goals linked to notes and reports
- Service agreements signed online
- Nominees, guardians and coordinators
- Preferences: worker gender, language, routines
- Documents and risk assessments
- Plan review reminders
- Referral and intake pipeline
- Role-based access to sensitive info
Rostering & worker app
The right worker, every shift.
Build rosters that respect participant preferences and worker checks without juggling a spreadsheet. Workers get their shifts, participant notes and directions on their phone and clock on when they arrive.
- Drag and drop roster board
- Match by skills, checks and preferences
- Open shifts workers can accept
- Lapsed checks block rostering
- Clock on and off with location
- Participant summary for each shift
- Kilometres logged per shift
- Shift swaps with approval
- SMS reminders for workers and families
Shift notes
Notes written before the car door shuts.
Workers write proper shift notes on their phone before they clock off, prompted by the participant's goals. Notes save offline in patchy reception and sync when they're back in range, ready for reports, reviews and audits.
- Notes required to clock off
- Prompts tied to participant goals
- Photos and attachments
- Works offline, syncs later
- Mood, activities and outcomes
- Flags for coordinator follow-up
- Progress reports built from notes
- Plan review summaries in minutes
NDIS claiming
A month of claiming, done in an afternoon.
Delivered shifts become claim lines with the right support items and prices, so the bulk payment file is ready to upload. Plan-managed and self-managed participants get invoices automatically and rejected lines come back to you with the reason.
- Claims built from delivered shifts
- Support items and price limits applied
- Bulk payment file for the portal
- Invoices to plan managers by email
- Self-managed invoices with card payment
- Short notice cancellations handled
- Travel and transport claimed correctly
- Rejected lines tracked and resubmitted
- Payments reconciled in Xero or MYOB
Incidents & compliance
Audit ready, every day of the year.
Incidents get reported from the worker's phone and escalated straight away, with a clock on anything reportable. Worker checks, training, complaints and policies are tracked as you go so audit evidence is already filed.
- Incident reports from any phone
- Instant escalation to managers
- Reportable incident timers
- Follow-up actions and sign-off
- Worker check and training expiries
- Complaints and feedback register
- Policy acknowledgements by staff
- Evidence mapped to Practice Standards
- Audit pack as a report
Family portal
Families in the loop without ringing the office.
Participants, families and nominees can see upcoming supports, who's coming and shared updates, with the participant in control of what's shared. Coordinators get fewer calls and families feel looked after.
- Upcoming shifts and worker profiles
- Shared updates where agreed
- Budget summary for nominees
- Request changes or cancel online
- Sign agreements and forms
- Easy-read layout options
- Messages to the coordinator
04How it changes
Before and after
A month of claiming, wolloped.
Here's how a shift could go from delivered to claimed. Every provider runs differently, so we map yours first.
Before
- Worker finishes the shift and forgets the notes
- Notes and kilometres texted in on Sunday night
- Office checks hours against the roster spreadsheet
- Support items looked up in the price guide line by line
- Claim file built by hand and a few lines bounce
- Budget checked after the money's already spent
After
- Worker writes the note on their phone before clocking off
- Hours and kilometres logged against the rostered shift
- Support item and price pulled in automatically
- Participant budget updates straight away
- Bulk payment file ready for the portal
- Rejected lines flagged with the reason to fix
05Services
Everything under one roof
Software, websites and systems for NDIS providers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for NDIS providers
Built around how your NDIS provider actually runs: participant records & intake, service agreements and the admin in between, in one system you own.
Websites for NDIS providers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
NDIS provider system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for NDIS providers
Plan budget tracking and rostering & worker matching: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect my NDIS provider portal, PRODA and ShiftCare so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your NDIS provider, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside NDIS platforms you're happy with or replace the ones holding you back.
- my NDIS provider portal
- PRODA
- ShiftCare
- Brevity
- Lumary
- SupportAbility
- Astalty
- CareMaster
- Xero
- MYOB
- Employment Hero
- Deputy
- Microsoft 365
- Google Workspace
- DocuSign
- Cliniko
- Halaxy
- Stripe
- Twilio SMS
- Google Business Profile
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your NDIS provider: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your coordinators, rostering team and a few support workers to see where the hours and the claims actually go missing.
- 02
Archi-tech
We plan it before writing code: participants, plans, rosters, notes, claiming, compliance, privacy, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next claim run.
- 04
Look after
We host it, maintain it and keep it current when price limits change. When something breaks you call the people who built it.
08Questions
FAQ
Things NDIS providers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Is participant information kept private?
Yes. Access is restricted by role, connections are encrypted and workers only see the information they need for each shift. Every view and change can be logged.
Can it prepare our NDIS claims?
Yes. Delivered shifts become claim lines with the right support items and prices. We prepare the bulk payment file ready to upload to the my NDIS provider portal and send invoices to plan managers and self-managed participants.
What happens when price limits change?
We update support items and prices when the new Pricing Arrangements come out. Your agreements and claims use the right rates from the right date.
Will it help us get through an audit?
It makes audits a lot less painful. Training, worker checks, incidents, complaints, agreements and notes are recorded as you go and can be pulled into an audit pack against the Practice Standards.
Does the worker app work without reception?
Yes. Notes, incidents and kilometres save on the phone and sync once the worker is back in range, which matters out in rural areas.
We already use ShiftCare or another platform. Do we have to switch?
No. If your platform is doing its job we build around it, adding the bits it can't do and connecting it to your accounts and payroll. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How much does an NDIS system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online service agreements or a shift notes app can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most NDIS providers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a NDIS provider problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.