NDIS software for participants, rostering and claim-ready invoicing

Disability support providers in Australia carry an administrative load that has nothing to do with the support work itself. You are tracking which participant has which plan-management type, rostering support workers across the SCHADS Award's weekday, evening, weekend and sleepover distinctions, keeping progress notes for every shift, storing service agreements and behaviour support plans where an auditor can find them, and then producing invoices that itemise the right NDIS support-item line numbers. Many providers stitch this together from a rostering tool, a spreadsheet, a shared drive and Xero, then spend their evenings copying information between them.

OneBookPlus brings the operations and the billing into one platform. Each participant has a single record with their NDIS number, plan dates, plan-management type, goals, support coordinator and emergency contacts, plus a timeline showing every shift, note, document and invoice. You roster supports across your workers and flag the shift type so the SCHADS context is captured upfront. Support workers write progress notes against the shift they delivered, straight from their phones. Service agreements, consent forms and plan documents stay filed against the right person. And when it is time to bill, you raise an invoice that itemises the support-item numbers and hours, invoiced GST-free, ready to send to the participant, the plan manager, or to attach to your claim. If you are weighing this against a care-specialist platform, the OneBookPlus and ShiftCare comparison sets out where each one is stronger.

Where OneBookPlus fits in your claiming workflow

It is worth being clear about the boundary. OneBookPlus is your operations and invoicing platform. It is not, by itself, an NDIS-registered claiming gateway or a direct connection to the NDIA's myplace provider portal or the PRODA and bulk-payment system. For self-managed and plan-managed participants, you invoice directly and the participant or their plan manager processes payment. For NDIA-managed participants, you still submit claims through the official NDIS provider portal. OneBookPlus produces the itemised invoice and keeps the supporting records, the case notes, the service agreement and the document trail, so that whoever lodges the claim has everything they need and your records stand up to scrutiny.

Compliance, evidence and the NDIS Practice Standards

Registered providers are audited against the NDIS Practice Standards and must operate within the NDIS Code of Conduct. No software makes you compliant on its own, but keeping clean, retrievable records is a large part of demonstrating it. With OneBookPlus the evidence lives against the participant: the signed service agreement, the consent forms, the risk assessment, the behaviour support plan, and the progress notes for every shift. When an auditor, support coordinator or plan manager asks for documentation, you open the participant and it is there, not buried in an inbox or a folder on someone's laptop.

Rostering with the SCHADS shift types in view

Support work rarely falls into a tidy nine-to-five, and the SCHADS Award treats a weekday, an evening, a weekend, a public holiday, a sleepover and a broken shift as different things. The practical problem for a small provider is not knowing the award, it is that the information needed to apply it, which shift type was delivered on the day, is captured last and reconstructed from memory at the end of the pay cycle. Flagging the shift type at the moment you roster it turns that reconstruction into a lookup. The flag rides with the shift, so the same record answers three questions at once: what the worker is owed, what the participant received, and what you can invoice against their plan. OneBookPlus captures and organises that context, it does not interpret the award for you. If you are costing a new support worker before you commit to the roster, the employer cost calculator and the casual loading calculator give you a starting figure to check against the current award.

Service agreements, consent and the paperwork that starts a support

Nothing should start before the service agreement is agreed, and yet the agreement is often the slowest part of onboarding: printed, posted, chased, signed on a kitchen table and then photographed at an angle. Sending it as a branded document the participant or their nominee can read and accept online removes a fortnight of back and forth, and the accepted version lands on the participant record rather than in somebody's email. From there the rest of the intake paperwork sits in the same place: consent forms, risk assessments, plan documents and behaviour support plans, all against the person they belong to. The payoff is not tidiness for its own sake. When a support coordinator asks what was agreed, when an auditor asks for evidence, or when a new worker picks up a participant for the first time, the answer is one record rather than three systems. It also makes the awkward version of that conversation easier, because you can point to what was agreed rather than what everyone remembers agreeing. Allied health teams billing therapy supports under a plan can run the same pattern, which is why the occupational therapy practice page and the aged care provider page describe the same records from a different angle.

Getting started

Sign up free, no credit card, no lock-in. Create your first participant with their NDIS number and plan details, send a service agreement for them to accept online, and roster the supports. Import an existing participant list via CSV from ShiftCare, Brevity or a spreadsheet, and set up the support items and rates you charge. Supports delivered under a written agreement are generally GST-free while your overheads are not, so if you want to sanity-check what GST applies to the taxable side of your business, the GST calculator does the arithmetic, and the invoicing feature overview shows what the finished document looks like. This page is general information about Australian NDIS administration, not legal, financial or compliance advice. Always confirm the current NDIS Pricing Arrangements, the SCHADS Award and your GST treatment with the relevant authority or your accountant.