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Choosing NDIS software shouldn’t feel like solving a puzzle. Many small providers spend weeks comparing options, only to feel more confused than when they started. The problem isn’t you. The problem is how NDIS software companies present their products. This guide simplifies your decision. We break down the confusion, explain pricing models in plain language, and provide a straightforward framework for choosing software that works for your business. By the end, you’ll know exactly what to look for and what to avoid. Why NDIS Software Selection Overwhelms Providers Hidden Pricing Creates Decision Paralysis Most NDIS software companies hide their prices behind “contact us” buttons. You fill out forms, wait for sales calls, and receive quotes that vary wildly depending on who you speak with. This wastes your time. It prevents fair comparisons. It makes budgeting impossible. Multi-Product Ecosystems Multiply Confusion Some vendors sell multiple products that work together. You need Product A for scheduling, Product B for invoicing, and Product C for reporting. Each product has separate pricing and requires integration. Determining your total cost becomes a mathematics exercise. Feature Overload Obscures Essential Functions Companies list 100+ features to appear comprehensive. But small providers don’t need 100 features. You need 10-15 essential functions that work reliably. Feature lists overwhelm rather than inform. They make simple tasks appear complex. Per-User Versus Participant-Based Pricing Models Different pricing models make cost comparisons difficult. One vendor charges $12 per staff member. Another charges $31.50 regardless of team size. A third requires multi-year contracts before revealing actual costs. Without understanding these models, you can’t calculate your true expenses. Our detailed ShiftCare vs Vertex360 pricing comparison breaks down how per-user and participant-based models impact your costs as you grow, helping you choose the right pricing structure for your business. Enterprise Versus Small Provider Positioning Large software companies target enterprise clients with 200+ participants. Their features, pricing, and implementation processes suit large organisations, not small providers managing 5-20 participants. When small providers try to use enterprise software, they pay for features they’ll never use and endure complex setup processes designed for large teams. The Three-Question Framework: Simplifying Your Decision Stop reviewing 50-page comparison charts. Answer these three questions instead: Question 1: What’s the Total Monthly Cost for My Team Size? Calculate your actual monthly expense. Include: Base software fee Per-user charges (if applicable) Setup and onboarding fees Training costs Support charges Integration fees Example Calculation: Vendor A (Per-User Pricing): 5 staff members × $12/user = $60/month Setup fee: $500 one-time Training: $200 one-time First year total: $1,420 Vendor B (Participant-Based Pricing): 1-5 participants: $31.50/month (unlimited staff) Optional setup: $99 one-time Training: Included First year total: $477 This question reveals hidden costs and prevents budget surprises. Question 2: Can I Start Using It This Week? Implementation speed matters. Some systems require weeks or months of setup. Others work within days. Ask vendors: How long until we can log in and start using the system? What’s required from our team during setup? Can we import our existing participant and staff data easily? Is onboarding included or extra? Red flag: Any answer involving “6-8 weeks implementation” or “dedicated project manager required.” Green flag: “Set up your account today, import your data in a few hours, start using it tomorrow.” Question 3: Does It Handle My Daily Essentials? Identify your non-negotiable daily functions: Staff rostering and scheduling Time tracking and timesheets Participant notes and documentation NDIS invoicing and claiming Basic reporting for compliance If a system handles these five functions reliably, it covers 90% of what small providers need daily. Additional features are bonuses, not necessities. Vertex360’s comprehensive NDIS rostering software handles all these essential functions with GPS tracking, digital signatures, and automated timesheet generation in one intuitive platform. Pricing Model Decoder: Understanding Your Options Per-User Pricing (Example: ShiftCare) How it works: You pay for each staff member who uses the system. Starting cost: Typically $12-18 per user/month Cost growth: Increases with every hire Example scenario: Year 1 (3 staff): $36/month = $432/year Year 2 (7 staff): $84/month = $1,008/year Year 3 (12 staff): $144/month = $1,728/year Best for: Providers who plan to keep very small teams (2-3 staff) indefinitely. Watch out for: Your software bill grows every time you hire. This creates a “growth penalty” where expansion increases not just payroll but also administrative costs. Participant-Based Pricing (Example: Vertex360) How it works: You pay based on participant count, not staff count. Starting cost: $31.50/month (1-5 participants) with unlimited staff accounts Cost growth: Increases with participant count, which directly correlates with revenue growth Example scenario: Year 1 (5 participants, 3 staff): $31.50/month = $378/year Year 2 (8 participants, 7 staff): $90/month = $1,080/year Year 3 (15 participants, 12 staff): $180/month = $2,160/year Best for: Small providers planning to grow their teams or maintain larger staff-to-participant ratios. Advantage: Hire as many staff as needed without increasing software costs. Your expenses grow with participant revenue, not staff overhead. <p>This unlimited staff model helps you avoid the growth penalty that per-user pricing creates. Learn more about why per-user pricing kills growth for NDIS providers and how participant-based pricing supports business expansion. Hidden Enterprise Pricing (Example: SupportAbility) How it works: No public pricing. Must contact sales for custom quotes. Estimated cost: $50-150+ per user/month based on user reports Cost growth: Unknown until you receive quote Example scenario: Estimated for 5 staff: $250-750/month = $3,000-9,000/year Implementation: Weeks to months Training: Additional fees likely Best for: Large providers (100+ participants) with dedicated IT teams and substantial budgets. Watch out for: No way to budget accurately. Sales negotiations required. Lengthy implementation processes. Feature Reality Check: Essential Versus Bloat Essential Daily Features (Must-Have) These functions support your core operations: Staff Rostering Assign shifts to workers View weekly/monthly schedules Handle shift changes and cancellations Time Tracking Support workers log hours worked GPS verification (mobile app) Automatic timesheet generation Participant Notes Document shift activities and observations Attach photos and documents Maintain progress notes for compliance NDIS Invoicing Generate invoices with correct line items Submit claims to NDIS portal Track payment

Small NDIS providers don’t need 100+ features. You need 15-20 core functions that work. CareMaster offers a comprehensive platform with extensive capabilities. Yet most small providers with fewer than 15 staff use only a fraction of these features daily. You’re paying for complexity you don’t need while struggling with systems built for enterprise organisations. Vertex360 takes a different approach. The platform delivers essential NDIS functions without overwhelming small providers with unused enterprise features. The Feature Bloat Reality CareMaster positions itself as an “all-in-one” NDIS solution. The platform includes participant management, support worker apps, vehicle fleet management, customised forms, news broadcasting, worker chat logs, advanced analytics, API integrations, travel management, and dozens of additional modules. This comprehensive approach suits large providers managing hundreds of participants and complex operations. Small providers face a different reality. Your team manages 5-12 participants. You need rostering, timesheets, NDIS invoicing, progress notes, and basic compliance tracking. The other 80+ features sit unused while you pay full subscription costs and navigate complex interfaces to access the 15-20 functions you actually use. What Small Providers Actually Need Daily operations for providers with fewer than 15 staff centre on these core functions: Staff Scheduling: Assign support workers to shifts based on participant needs and worker availability. See who works when, identify coverage gaps, and adjust schedules quickly. Time Tracking: Record worker clock-in/clock-out times accurately. Track hours worked, calculate overtime, and prepare data for payroll. NDIS Invoicing: Generate invoices that comply with NDIS price guide requirements. Submit claims through PRODA portals and track payment status. Client Notes: Document support provided during each shift. Record participant progress, incidents, and observations in formats that meet NDIS reporting standards. Shift Management: Update shifts when workers call in sick, participants change plans, or schedules need adjustment. Communication tools that keep everyone informed. Basic Compliance: Store worker qualifications, track certificate expiry dates, maintain participant service agreements, and record incident reports. These functions form the foundation of daily NDIS service delivery. Everything else becomes secondary for small providers focused on quality participant support rather than complex business operations. The Enterprise Feature Problem CareMaster includes features designed for organisations managing hundreds of participants: Advanced AI for intelligent rostering helps providers manage thousands of participants or just a few. Small providers manually roster 5-10 shifts per day. AI-powered optimisation adds complexity without solving real problems. Fleet vehicle management with comprehensive tracking, incident analysis, and driver involvement monitoring suits providers operating multiple vehicles. Sole traders with one car don’t need fleet management dashboards. API connectivity enables integration with third-party software systems through secure data transfers. Small providers don’t maintain multiple software systems requiring integration. News broadcasting features let managers communicate updates to stakeholders, support workers, and participants through prominent menu positioning. Teams of 5-8 staff communicate through text messages or quick phone calls. These enterprise features create unnecessary complexity for small providers. You spend time learning features you’ll never use instead of delivering participant support. Essential Features Framework Small NDIS providers need software that matches their operational reality. Vertex360 delivers core functions without enterprise bloat. Core Daily Operations Vertex360 focuses on the 15-20 features small providers use every day: Rostering System: Create and manage support worker schedules with our smart NDIS rostering software. Assign shifts to available workers, track who’s working when, and see coverage gaps at a glance. Simple interfaces show weekly or monthly views without complex filtering options. Timesheet Management: Workers record actual hours worked. The system calculates regular hours, overtime, and penalty rates based on SCHADS Award requirements. Approve timesheets with single clicks rather than navigating multiple approval screens. Support workers can clock in and out directly through the Vertex360 mobile app, ensuring accurate time tracking with minimal effort and real-time synchronization across the platform. NDIS-Compliant Invoicing: Our automated NDIS invoicing software generates invoices that match NDIS price guide line items, saving you up to 50% of admin time. The system applies correct support item numbers, calculates totals, and prepares files for PRODA submission. Track which invoices are pending, paid, or rejected. Progress Notes: Document support provided during each shift. Simple forms capture participant activities, progress toward goals, and any incidents or observations. Notes meet NDIS reporting requirements without complex documentation systems. Basic Reporting: View essential metrics like hours worked, services delivered, and income generated. Simple reports answer common questions without requiring data analysis skills. Compliance Tracking: Store worker qualifications, NDIS registration details, insurance policies, and participant service agreements. The system alerts you when certificates expire or renewals are due. What’s Intentionally Excluded Vertex360 deliberately excludes enterprise features that small providers don’t need: Advanced workforce analytics and performance dashboards Fleet vehicle management and driver tracking systems Multi-location coordination and regional management tools Custom API integrations with third-party platforms Broadcasting systems for company-wide communications Complex approval workflows with multiple authorization levels Automated AI-powered scheduling optimisation Advanced financial forecasting and budget planning tools Small providers don’t need these capabilities. Removing them creates simpler interfaces, faster training, and lower costs. Usability Cost Analysis Feature-rich platforms demand significant learning investment before staff become productive. CareMaster provides comprehensive training tools including video tutorials, training documents, resource centres, and webinars offering updates on new features. Extensive training programs exist because complex software requires extensive learning. CareMaster Learning Curve New CareMaster users face multiple training requirements: Initial Onboarding: Structured onboarding includes demonstrations, personalised review meetings, data supply assistance, discovery sessions, and progress tracking. Staff attend scheduled meetings, review training materials, and gradually explore platform features. Feature Discovery: AI-powered query library helps users find features by searching terms like “rostering”. The need for AI-powered search indicates complexity—users can’t intuitively navigate to needed functions. Ongoing Learning: Webinars provide updates on new features and training sessions. Regular training updates are necessary as the platform adds features and changes interfaces. Small provider staff spend weeks learning software before reaching full productivity. Administrative staff navigate multiple menus and screens to complete simple tasks like approving a timesheet or generating an invoice. Vertex360 Same-Day Productivity Vertex360 prioritises immediate usability. The platform includes only functions small providers use regularly.

TL;DR: Small NDIS providers often struggle with MYP’s complex multi-product system, which includes MYP Core, GENIUS, IPMS, and iinsight. The confusion around selecting the right combination of products, along with hidden costs, lengthy setup times, and multiple support channels creates unnecessary frustration. Vertex360 offers a straightforward MYP alternative, consolidating essential features like rostering, invoicing, reporting, and client management into one solution for NDIS providers. With transparent pricing at just $31.50 per month, Vertex360 eliminates the hassle of juggling multiple systems, allowing small providers to focus on delivering quality care. Are You Spending More Time Managing MYP Products Than Managing Participants? For small NDIS providers, choosing NDIS software can feel like solving a complex puzzle. MYP’s approach to offering multiple products—MYP Core, GENIUS, IPMS, and iinsight—presents several challenges. These products serve different functions but require small providers to understand which combination they need for their simple NDIS software requirements. The Growing Challenge of MYP’s Multi-Product Ecosystem Managing each platform independently creates more problems than it solves. The lack of an integrated solution leads to inefficiencies, increased overhead, and difficulties achieving smooth data flow. When comparing MYP vs Vertex360, the difference becomes clear: complexity versus simplicity. Here’s MYP’s ecosystem breakdown: MYP Core: Central system for participant and service management GENIUS: Rostering and scheduling for staff IPMS: Client management tasks iinsight: Reporting and compliance For small providers seeking one solution NDIS management, determining which systems to use and integrate becomes a frustrating guessing game. Many now seek a simpler alternative to MYP NDIS software—one offering clarity and cost-effectiveness. Hidden Complexity: The Real Cost of Multiple Products While each MYP product sounds helpful individually, using multiple systems proves inefficient. This MYP comparison reveals why providers need a unified approach. 1. Training and Onboarding Costs Each MYP product requires separate training—often 2-3 days per product, totaling 8-12 days for the full ecosystem. Hidden costs include: Training time: 8-12 days × $30/hour × 5 staff = $7,200-$10,800 Lost productivity during training External training fees: $500-$1,000 per product The MYP alternative simple solution small providers need would reduce training to just 1-2 days total. 2. Integration Issues and Data Inconsistencies Separate systems often fail to communicate properly, resulting in: Manual data entry across systems Increased error rates Time delays in updates Compliance risks from data mismatches A MYP replacement single platform NDIS solution like Vertex360 eliminates these integration headaches completely. 3. Multiple Support Channels When issues arise, providers must contact different teams: GENIUS support for rostering IPMS support for client management iinsight support for reporting MYP Core support for general issues “We spent 3 hours being transferred between support teams for a simple integration issue” – Sarah Mitchell, Melbourne NDIS Provider Vertex360 provides one solution NDIS support—a single Australian team handles all questions, reducing resolution time by 70%. 4. Unclear and Hidden Pricing MYP’s pricing creates budget uncertainty: Base fees for each product Additional module costs Integration setup fees ($2,000-$5,000) Annual support contracts Training charges Total costs often exceed initial quotes by 40-60%. When making an MYP vs Vertex360 comparison, Vertex360’s transparent $31.50/month all-inclusive pricing provides complete clarity. Vertex360: The Simpler Solution with One-Platform Advantage For providers tired of MYP’s complexity, Vertex360 offers simple NDIS software that works. This MYP alternative brings clarity and ease of use through a single, integrated platform. Setup Time: Hours vs Weeks Aspect MYP Ecosystem Vertex360 Products Needed 4+ (MYP, GENIUS, IPMS, iinsight) 1 (All-in-one) Setup Time 4-8 weeks 2-4 hours Training Required 8-12 days 1-2 days Support Channels Multiple teams One Australian team Pricing Transparency Quote required $31.50/month clear Data Integration Manual setup Automatic Key Features of Vertex360’s All-in-One Platform Vertex360 combines essential functions into one solution NDIS platform: Rostering: Drag-and-drop staff scheduling Timesheets: Automatic award interpretation Invoicing: NDIS-compliant automation Progress Notes: Real-time participant records Reporting: Instant compliance insights Client Management: Comprehensive participant profiles This simpler alternative to MYP NDIS software reduces complexity while maintaining full functionality. Transparent Pricing: No Hidden Fees At $31.50 per month, Vertex360 includes: All features—no module confusion Unlimited staff accounts Free updates and new features Australian-based support No setup fees No lock-in contracts Unlike MYP’s modular pricing requiring consultation and quotes, Vertex360’s transparency helps providers budget confidently. One Support Team: Simplified Assistance With Vertex360, support becomes straightforward: Single point of contact 15-minute average response time Australian team understanding NDIS requirements No department transfers This MYP replacement single platform NDIS approach means faster problem resolution. Real Results: Providers Making the Switch “After struggling with MYP’s multiple systems for two years, we switched to Vertex360. Setup took one afternoon, and we saved 10 hours weekly just from not switching between platforms. The $31.50 monthly price is transparent—no surprises like MYP’s hidden module costs.” — David Chen, Sydney NDIS Provider Why Vertex360 is the Ideal MYP Alternative MYP’s Multi-Product Approach: Requires managing 4+ separate systems Creates training burden and complexity Generates unpredictable costs Needs multiple support relationships Takes weeks to implement Vertex360’s One-Solution Advantage: Single platform with integrated features Setup in hours, not weeks Transparent $31.50/month pricing One Australian support team Built for small providers Frequently Asked Questions How long does switching from MYP to Vertex360 take? Most providers complete the switch in one day. We provide data migration support and step-by-step guidance. Can Vertex360 import MYP data? Yes. Vertex360 includes import tools compatible with MYP exports. Our support team assists at no extra charge. What’s included in Vertex360’s $31.50/month? Everything: rostering, timesheets, invoicing, reporting, client management, unlimited staff accounts, Australian support, regular updates. No hidden fees. Do I need technical skills? No. If you can use email and web browsers, you can use Vertex360. Most providers need just 1-2 hours of training. How does Vertex360 handle NDIS compliance? Built-in compliance features, automatic price guide updates, compliant invoice formats, and audit-ready reporting. We monitor NDIS changes and update automatically. Make the Switch to Simplicity Stop wrestling with MYP’s multi-product confusion. Book a 15-minute demo to experience Vertex360’s one solution NDIS platform in action. With Vertex360, you get: ✓ All features in one platform from $31.50/month ✓ Setup in

TL;DR Small NDIS providers often make critical NDIS software mistakes, such as ignoring per-user costs, falling for hidden pricing, and choosing overly complex platforms. Understanding these NDIS software errors can help you avoid unexpected expenses, improve productivity, and ensure smoother scaling. By avoiding these NDIS software problems, you can make better decisions. Vertex360 helps providers by offering transparent pricing, quick setup, and local Australian-based support, addressing these common NDIS software mistakes. 7 Critical NDIS Software Mistakes Small Providers Make Choosing the right NDIS software is crucial for small providers, yet many make costly NDIS software mistakes during selection. With numerous options available, providers often feel overwhelmed, particularly first-time buyers or those burned by previous software experiences. The key lies in knowing which NDIS software errors to avoid and identifying software that aligns with business goals. Making the right choice can streamline operations, save time, and reduce unnecessary costs. Let’s examine the most common NDIS software buying mistakes small providers make and how to avoid them for a smoother, more efficient experience. Mistake #1: Ignoring Per-User Costs One of the most common NDIS software mistakes small providers make is overlooking per-user costs. When choosing NDIS software, the initial per-user fee may seem affordable, but calculating how it scales as your business grows is essential. For example, ShiftCare charges $12 per user, which could seem like a reasonable choice. But factoring in growth reveals how costs can skyrocket. With a team of 10, the software costs $120 per month. As your team expands to 20 staff members, you’re paying $240 monthly. By 30 staff, that’s $360 per month—over $4,000 annually just for software access. In contrast, Vertex360 offers a fixed price of $31.50 per month for providers with 1-5 participants, regardless of how many users you add. This transparent, participant-based pricing makes it easier to predict costs over time and avoid the escalating charges that accompany per-user pricing. This represents one of the key NDIS software selection considerations to ensure your business remains within budget. Understanding the full impact of per-user pricing is essential for long-term sustainability. Read our detailed analysis on why per-user pricing kills growth for NDIS providers and learn how it affects your bottom line. Tip: Always calculate the long-term costs of per-user pricing models and compare them to participant-based options to avoid unnecessary financial strain. Mistake #2: Falling for Hidden Pricing Another common NDIS software mistake is falling for hidden pricing. Some software providers present a simple pricing model, but once you’ve signed up, the true costs start to emerge. Vendors that say “contact for a quote,” like SupportAbility and Brevity, may seem attractive at first, but after commitment, you’ll often encounter additional charges for setup, training, and add-ons. These NDIS software problems lead to frustration for small providers, as they suddenly find themselves paying more than initially expected. Setup fees can range from $500 to $2,000. Training costs might add $50 to $150 per hour. Module add-ons can increase your monthly bill by 30-50%. These hidden costs can make an otherwise affordable software solution far too expensive. Pricing Transparency Comparison Feature Hidden Cost Providers Vertex360 Monthly Base Contact for Quote $31.50 fixed Setup Fee $500-$2,000 Included Training Costs $50-$150/hour Included Per-User Charges $8-$15/user $0 (unlimited) Support Pay per incident Included Vertex360 offers complete pricing transparency with no hidden charges. All costs are clear upfront, making it easier for small providers to stick to their budgets and avoid costly surprises. See exactly how our pricing compares across all scenarios in our comprehensive ShiftCare vs Vertex360 pricing comparison, including growth projections and long-term cost analysis. Tip: Always ask for a full breakdown of the pricing structure before committing to a software solution. Choose software that provides transparency and avoids hidden fees. Mistake #3: Choosing Enterprise Software Small providers often make the mistake of choosing complex enterprise software, thinking it will meet all their needs. These systems target organisations with 50+ employees, meaning they include features and functionality that small providers never use. Advanced workforce rostering, multi-site dashboards, and complex reporting modules serve large teams but create unnecessary complexity for smaller operations. The consequences of choosing wrong NDIS software for your business size lead to wasted resources and extended implementation times. For example, implementing enterprise software like SupportAbility can take months. You might spend weeks configuring features you’ll never use. Your team struggles with unnecessary complexity. Staff training extends for months rather than days. Meanwhile, you’re paying thousands for features that remain untouched—multi-site management when you operate from one location, advanced analytics when basic reports suffice, and enterprise-grade security protocols beyond your requirements. Alternatively, Vertex360 is designed specifically for small to medium-sized providers. It’s intuitive, easy to set up, and focuses on the features that are most important for your operations, like participant management, billing, and NDIS compliance. It avoids the consequences that large systems bring from choosing wrong NDIS software. Learn what features actually matter for your business size in our guide on choosing the best NDIS software for small providers, designed specifically for teams of 1-20 staff. Tip: Choose software that matches your organisation’s size and needs. Avoid enterprise-level solutions that are too complex for small teams. Mistake #4: Overlooking Setup Time A critical NDIS software mistake is ignoring the time required for setup. Many software systems include long implementation periods that can severely slow down operations and lead to significant productivity loss. Software like SupportAbility often requires weeks or even months to fully set up, meaning your team will be unable to use the software to its full potential during that time. Consider the financial impact: A 12-week setup period delays three months of full system utilisation. For a provider billing $12,000 monthly, this represents $36,000 in cash flow affected by manual processes and inefficient workflows. Staff productivity drops 30-40% during transition periods as teams juggle old and new systems simultaneously. This extended downtime can delay critical tasks, disrupt workflows, and ultimately cost your business both time and money. In contrast, Vertex360 offers a much faster

Bottom Line: Small NDIS providers waste thousands annually on enterprise software designed for large organisations. This guide helps providers with under 50 participants choose affordable, simple software that matches their actual needs. Understanding the NDIS Software Market The Australian NDIS software market divides into three clear categories. Each category targets different provider sizes and uses distinct pricing strategies. Enterprise Solutions (SupportAbility, Brevity) serve providers managing 100+ participants. They charge $50-150 per user monthly and hide pricing behind consultation barriers. Setup takes weeks or months. Small providers pay for features they never use. Mid-Market Solutions (ShiftCare, CareMaster) target growing providers with 20-100 participants. They use per-user pricing starting at $12-40 per user monthly. Pricing appears affordable initially but increases significantly as teams expand. All Scale (Small to Large) Provider Solutions (Vertex360) focus exclusively on providers managing 1-50-400+ participants. They use participant-based pricing starting from $31.50 monthly. Setup completes in days. Pricing remains transparent and predictable. A provider managing 15 participants with 10 staff members pays vastly different amounts depending on pricing models. Enterprise solutions cost $6,000-18,000 annually. Per-user models cost $1,440-4,800 annually. Participant-based models cost $2,160-3,240 annually. Three Pricing Models Explained Per-User Pricing Model How It Works: You pay for each staff member who needs software access. Rates range from $12-150 per user monthly. Example: ShiftCare charges $12 per user monthly. A team of 5 staff pays $60 monthly. When you hire your 10th staff member, costs increase to $120 monthly. Best For: Stable teams with minimal hiring. Organisations where only 2-3 administrators need full access. Participant-Based Pricing Model How It Works: You pay based on participant count, not staff count. Pricing increases in tiers as your participant list grows. Example: Vertex360 charges $31.50 monthly for 1-5 participants, $90 for 6-10 participants, $180 for 11-20 participants. Support worker accounts remain free. Best For: Growing teams hiring support workers frequently. Providers prioritising predictable costs tied to revenue growth. Module-Based Pricing Model How It Works: Base software provides limited features. Each additional capability requires a separate paid module. Example: Brevity offers modular pricing with separate charges for scheduling, billing, and compliance. Estimated costs range from $40-100+ per user monthly. Best For: Providers wanting maximum flexibility. Teams comfortable managing complex configurations. Growth Impact Analysis Provider with 15 participants, 10 staff in Year 1, growing to 15 staff by Year 3: Per-User Model (ShiftCare): Year 1: $1,440 | Year 2: $2,160 | Year 3: $2,160 | Total: $5,760 Participant-Based (Vertex360): Year 1: $2,160 | Year 2: $2,160 | Year 3: $2,160 | Total: $6,480 Enterprise (SupportAbility est.): Year 1: $6,000 | Year 2: $9,000 | Year 3: $9,000 | Total: $24,000 Essential Features vs Enterprise Complexity Small NDIS providers need four core capabilities: Rostering and Scheduling: Assign support workers to shifts. View schedules. Send shift reminders. Handle changes. Timesheet Management: Digital clock in/out. Manager approvals. Automatic hour calculations. Payroll exports. NDIS Invoicing: Generate NDIS-compliant invoices. Apply correct pricing categories. Submit through NDIS portal. Track payments. Progress Notes: Record shift notes digitally. Capture incident reports. Store documents securely. Generate compliance reports. Enterprise Features Small Providers Rarely Use Advanced analytics dashboards and predictive analytics Multi-entity management across departments Complex integration ecosystems Custom workflow automation engines White-label client portals These features add $20-80 per user monthly. Small providers pay for capabilities designed for organisations managing 500+ participants. Major Vendor Comparison Vertex360: All Scale Provider Specialist Pricing: $31.50-180/month (participant-based). Full transparency online. Setup: Days. Optional $99 onboarding (4 hours). Best For: Providers with 1-50 participants prioritising predictable costs. 3-Year TCO (10 staff, 15 participants): $6,480 ShiftCare: Mid-Market Option Pricing: $12-18/user/month. Partial transparency. Setup: Days. Quick implementation. Best For: Small stable teams (2-5 staff) focused on rostering. 3-Year TCO (10 staff, 15 participants): $4,320-6,480 (grows with hiring) SupportAbility: Enterprise Leader Pricing: $50-150/user/month estimated. Hidden pricing. Setup: Weeks to months. Professional implementation required. Best For: Established providers managing 100+ participants. 3-Year TCO (10 staff, 15 participants): $18,000-54,000 estimated Brevity: Modular Complexity Pricing: $40-100+/user/month estimated. Module-based. Setup: Weeks. Module selection creates delays. Best For: Providers wanting precise customisation. 3-Year TCO (10 staff, 15 participants): $14,400-36,000+ estimated Side-by-Side Comparison Feature Vertex360 ShiftCare SupportAbility Brevity Starting Price $31.50/month $12/user Hidden Hidden Pricing Model Participant-based Per-user Per-user Module-based Transparency Full Partial None None Free Staff Accounts Yes No No No Setup Time Days Days Weeks-months Weeks Target Size 1-50-400+ participants Small-medium 100+ participants Medium-large Total Cost of Ownership Calculator Software subscription costs represent only 40-60% of total ownership expenses. Calculate these seven cost categories: Setup Fees: Enterprise: $2,000-10,000 | Mid-market: $500-2,000 | Simple: $0-200 Data Migration: Per-record charges ($3-10/record) or flat fees Training Costs: Enterprise: 10-20 hours | Simple: 1-4 hours Monthly Subscriptions: Calculate across 3 years with growth scenarios Scaling Penalties: Per-user models increase with each hire Module Add-Ons: Each module costs $10-30 per user monthly Support Costs: $0 (included) to $50-200/month for priority Real Provider Scenario: 3-Year TCO Scenario: 15 participants, 10 staff in Year 1, growing to 25 participants, 15 staff by Year 3. Vertex360 Total Suite: Setup: $99 | Migration: $39 | Training: $0 | Years 1-2: $2,160 each | Year 3: $3,240 | Total: $7,698 ShiftCare Advanced: Setup: $0 | Migration: $0 | Training: $525 | Years 1-2: $2,160 each | Year 3: $3,240 | Total: $8,085 SupportAbility: Setup: $5,000 | Migration: $1,000 | Training: $2,000 | Year 1: $6,000 | Year 2: $6,300 | Year 3: $9,450 | Total: $29,750 Vertex360 saves small, medium, and large providers $4,212-21,330 over three years compared to enterprise alternatives. Questions to Ask Vendors What are your setup and implementation fees? How much does data migration cost? What training is required and included? How does pricing change as we grow? Are there any module or add-on fees? What does support cost? What are your annual price increase policies? Are there cancellation or exit fees? Decision Framework: Seven Steps Step 1: Define Your Provider Profile Solo (1-5 participants): Simple processes, limited budget, quick setup needed Small Team (6-20 participants): Growing operations, scalable costs, predictable expenses Established (21-50 participants): Stable processes, compliance support, quality tools

Quick Overview: NDIS Software Perth Providers Choose Perth NDIS providers face rising costs, staffing challenges, and complex compliance demands. Vertex360 is the most affordable NDIS software Perth providers trust, priced at just $35/month month-to-month or $31.50/month annually. This comprehensive NDIS management software Western Australia delivers complete functionality: invoicing, rostering, reporting, and compliance tools with no hidden fees. Perth NDIS providers save $600–$1,500 per year compared to ShiftCare, Brevity, and SupportAbility, making it the best NDIS software Perth organisations choose for long-term sustainability. Perth NDIS Provider Landscape Perth NDIS providers operate in one of Australia’s fastest-growing disability support markets. The NDIS software Perth providers need must address unique Western Australian challenges: vast geographic distances, regional service delivery, and rising operational costs that strain small providers. Thousands of NDIS participants across Western Australia depend on dedicated local providers. Perth’s northern suburbs alone host hundreds of small NDIS organisations supporting participants from Joondalup to Two Rocks. Yet, the cost of delivering quality support continues rising faster than NDIS price guide increases. Regional Western Australia NDIS providers face even steeper challenges. Teams travel from Perth to Albany (400+ kilometres), Geraldton (420+ kilometres), and Broome (2,200+ kilometres) to deliver services. These distances add fuel costs, travel time, and administrative complexity that urban providers rarely face. Staffing shortages compound these pressures. Perth’s tight labour market makes recruiting difficult. Support workers cost more to hire and retain. Many small Perth NDIS providers support 5-15 participants across multiple Perth suburbs, stretching resources thin. Unfortunately, many existing NDIS management software Western Australia providers use only adds cost pressure. Platforms charge per user, per invoice, or per participant with hidden fees. For small Perth NDIS management teams with tight margins, these pricing models aren’t sustainable. That’s why affordable NDIS software Perth providers can access without budget fears matters so much. Vertex360’s transparent pricing model ensures local WA providers access professional-grade tools without overspending. It’s budget NDIS software WA designed specifically for teams managing 1-50 participants, delivering enterprise features at small-provider prices. The National Disability Insurance Agency reports Western Australia participant numbers continue growing. Perth NDIS providers need software that scales affordably alongside their growth, not platforms that penalise success with escalating fees. Why Affordability Matters in Perth Perth’s cost of living continues rising, taking a significant toll on local NDIS providers. According to Australian Bureau of Statistics data, Western Australia’s operational costs have increased 15% over three years. For Perth NDIS providers, rising fuel prices, compliance requirements, and administrative demands eat into already thin margins. Software represents one of those hidden expenses that silently drains budgets. Many platforms promote low entry fees but quickly add surprise charges for each participant, worker, or invoice processed. These costs can double a provider’s actual spending, leaving small teams struggling to maintain budgets while delivering quality participant care. Consider a typical Perth NDIS provider supporting 8 participants with 5 support workers. A per-user pricing model might start at $12/user, seeming affordable at $60/month. But add invoice fees ($2 each), SMS charges ($0.25 each), and surprise module costs, and that $60 quickly becomes $140/month. Over one year, that’s $1,680 instead of the expected $720. That’s why transparent pricing NDIS Perth providers can trust matters so much. When organisations know exactly what they’re paying, planning for growth becomes possible. Clear costs help regional WA providers allocate more funding to direct participant support rather than backend software overhead. Small providers operate differently than large agencies. They lack dedicated IT staff, procurement departments, or budget flexibility for unexpected costs. A surprise $200 software invoice can mean choosing between software functionality and a support worker’s hours. That’s an impossible choice that shouldn’t exist. Vertex360 is the most affordable NDIS software in Perth because it eliminates these hidden traps. The pricing model is participant-based, not per-user. Add 10 support workers or 2—the cost remains the same based on participant count. For Perth NDIS management teams, this per-participant model delivers genuine predictability. Budget NDIS software WA shouldn’t mean sacrificing features. Perth providers need professional rostering, compliant invoicing, automated reporting, and mobile access just like large agencies. The difference is small teams can’t pay enterprise prices. Vertex360 bridges that gap, offering full-featured NDIS management at prices accessible to solo providers and small teams. For many Perth NDIS providers, transparent pricing represents more than cost savings. It’s about respect, fairness, and building sustainable businesses. When software vendors hide pricing behind “contact us” forms, it signals distrust. Vertex360’s upfront pricing says: “We respect your time, your budget, and your intelligence.” That’s why Perth providers choose affordable NDIS software Perth can access without sales pressure, hidden fees, or budget surprises. Vertex360’s Affordable Perth Solution Vertex360 was designed specifically for Western Australia NDIS organisations that want full functionality without premium costs. The platform’s per-participant pricing model is simple, transparent, and flexible—ideal for small to mid-sized teams across Perth and regional WA. Unlike competitors who hide pricing behind consultation forms, Vertex360 publishes exact costs upfront. Perth NDIS providers can budget with confidence, knowing exactly what they’ll pay as they grow. Complete Perth Pricing Structure Participants Total Suite (Monthly) Total Suite (Annual) Platinum (Monthly) Platinum (Annual) Key Inclusions 01-05 $35/mo +GST $31.50/mo +GST $60/mo +GST $54/mo +GST Full platform access 06-10 $100/mo +GST $90/mo +GST $200/mo +GST $180/mo +GST All features included 11-20 $200/mo +GST $180/mo +GST $300/mo +GST $270/mo +GST Unlimited staff accounts 21-50 $300/mo +GST $270/mo +GST $400/mo +GST $360/mo +GST No hidden fees 51-100 $500/mo +GST $450/mo +GST $600/mo +GST $540/mo +GST Australian support included What’s Included at Every Tier Total Suite Features (All Perth providers receive): Unlimited free accounts for support workers Full provider dashboard with real-time data NDIS-compliant invoicing and claiming Automated rostering and scheduling Support coordination tools Comprehensive reporting and analytics Customer support via web chat, email, MS Teams, and phone Cloud hosting and automatic updates Mobile app access for iOS and Android Data migration at $3 per file (staff + participants) Platinum Suite Adds (Ideal for Perth providers managing 20+ participants): All Total Suite features Internal audit report (valued at

TL;DR Brevity offers flexibility through modular NDIS software, but small providers face module selection confusion and unpredictable costs. Each feature requires a separate module purchase, creating budget uncertainty and setup complexity. Vertex360 provides an all-in-one alternative with transparent pricing from $31.50/month (annual) or $35/month (month-to-month). All features—rostering, invoicing, compliance, reporting—included from day one. No modules to choose. No hidden costs. Setup in hours, not weeks. Key differences: Brevity: $64.90–$100+/month (modules add up quickly) Vertex360: $31.50–$54/month (everything included) Brevity: 2-4 weeks of module configuration Vertex360: Hours to start serving participants Best for: Small to Large providers (1-50 participants) seeking simplicity and cost certainty. See Vertex360’s Transparent Pricing → Quick Comparison: Brevity vs Vertex360 Feature Brevity (Module-Based) Vertex360 (All-in-One) Starting Price $64.90/month (basic modules only) $31.50/month (1-5 participants, annual) Month-to-Month $64.90–$100+/month $35/month (1-5 participants) Pricing Model Separate modules (costs add up) Everything included, no modules Setup Time 2-4 weeks (module configuration) Hours to 2 days Target Customer Medium-large providers Small providers (1-50 participants) Pricing Transparency Contact for quote (modules vary) ✅ Published online Free Staff Accounts No (per-user fees apply) ✅ Unlimited support workers Who Brevity Serves Best Brevity has earned recognition as an NDIS Digital Partner, demonstrating strong compliance with NDIS requirements and industry standards. The company has operated since 2011 and serves hundreds of Australian disability service providers across Australia. Brevity’s Strengths for the Right Customer NDIS Digital Partner status: Verified compliance and government recognition provide credibility and assurance for providers prioritising regulatory alignment. Modular flexibility: Large providers can select specific features matching complex workflows. Organisations with unique requirements benefit from customising their software stack. Established integrations: Connects with Xero, MYOB, and banking systems. Providers with existing accounting infrastructure appreciate these third-party connections. Customisation options: Extensive configuration capabilities support enterprise requirements. Larger organisations with dedicated IT teams can tailor Brevity to specific operational needs. Where Small Providers Struggle with Brevity However, small providers (1-50 participants) often face challenges with Brevity’s modular approach: Module selection complexity: Choosing between rostering, billing, client management, reporting, and compliance modules creates decision paralysis. Small providers lack IT expertise to evaluate which modules match their needs. Unpredictable costs: Each module adds separate fees. Budget planning becomes difficult when you don’t know which features you’ll need in six months. Implementation time: 2-4 weeks configuring modules delays time-to-value. Small providers need to start serving participants immediately, not after weeks of setup. Setup complexity: Module integration requires technical expertise. Small teams lack dedicated IT staff to manage multi-module configuration. For providers seeking simplicity over customisation, Vertex360 offers a straightforward alternative with transparent, all-inclusive pricing designed specifically for small providers. The Module Confusion Problem for Small Providers Brevity’s modular system requires providers to purchase features separately. This creates challenges for small providers unfamiliar with enterprise software selection. How Brevity’s Modules Work To access complete NDIS management functionality, providers typically need: Core Client Management module: Base participant records and personal details Rostering module: Staff scheduling, shift management, and availability tracking Billing & Invoicing module: NDIS claiming, payment tracking, and financial reporting Reporting module: Compliance reports, business analytics, and performance metrics API Integration module: Connect with accounting software like Xero or MYOB Each module costs separately. Total monthly costs accumulate as providers add functionality. Note: Brevity does not publish complete pricing publicly. Cost estimates are based on provider reports and industry comparisons of similar modular NDIS software platforms. Real-World Confusion Scenarios Scenario 1 – The New Provider: Sarah starts her NDIS business in Melbourne with 3 participants. She sees Brevity’s $64.90 entry price but discovers this includes only basic client management. Adding rostering costs extra. Invoicing requires another module. After selecting necessary features, her monthly cost reaches $95—50% higher than the advertised entry pricing. Sarah spends two weeks researching which modules she actually needs. “Do I need the API module now or later? What’s the difference between basic and advanced rostering? Will I regret not getting compliance reporting from day one?” These questions delay her business launch. Scenario 2 – The Growing Provider: James begins with basic modules at $70/month. His business grows to 15 participants. He needs reporting for compliance audits. Adding the reporting module increases costs to $100/month. Three months later, he requires API integration for Xero. His software bill jumps to $120/month—71% above his starting cost. James never planned for these increases. His budget projections assumed stable software costs. Now he faces the dilemma: pay more than expected or work without features his business needs. The Decision Fatigue Problem Small providers face overwhelming questions when evaluating Brevity: Which modules do I actually need right now? What features might I need in 6 months? Am I overpaying for functionality I won’t use? Will adding modules later disrupt my workflow? How much will my total cost be when fully configured? This uncertainty delays decisions and creates budget anxiety. Small providers spend hours researching module combinations instead of serving participants. Vertex360’s Approach Vertex360 eliminates module confusion entirely. The Total Suite ($31.50/month annual, 1-5 participants) includes: ✅ Client and participant management ✅ Staff rostering and scheduling ✅ Invoicing and NDIS claiming ✅ Compliance reporting ✅ Support coordination ✅ Unlimited support worker accounts No modules to choose. No costs that escalate unexpectedly. No decision paralysis. Everything included from day one. See Complete Feature List → Vertex360’s All-in-One Alternative to Brevity Vertex360 provides complete NDIS management software without module selection. Small providers choose one of two plans—Total Suite or Platinum—and access all features immediately. Total Suite Plan Pricing: $31.50/month (1-5 participants, annual plan with 10% discount) $35/month (1-5 participants, month-to-month flexibility) Scales predictably as you grow: 6-10 participants: $90/month (annual) or $100/month (monthly) 11-20 participants: $180/month (annual) or $200/month (monthly) 21-50 participants: $270/month (annual) or $300/month (monthly) View complete pricing tiers → Everything included: Participant Management Store participant records, goals, and support plans Track progress notes and service delivery Secure, NDIS-compliant document storage Staff Rostering Schedule shifts and track support worker availability View team calendars and shift coverage Send automatic shift notifications Mobile access for staff to view rosters Mileage tracking for travel reimbursement

TL;DR Brisbane’s NDIS market is expanding rapidly, and providers need software that grows with them. Vertex360 offers scalable, affordable NDIS software in Brisbane, starting at $31.50/month, ideal for Brisbane-based providers. This NDIS software Brisbane is designed to handle participant management, compliance, and staff expansion without hidden costs. Whether you’re a small provider or a growing team, Vertex360 helps streamline operations and reduce software expenses as your business expands. NDIS software Brisbane providers need must do more than track participants—it must grow with your business without penalising expansion. Brisbane’s NDIS market is booming, with the city representing approximately 40% of Queensland’s 130,000+ NDIS participants. Thousands of Brisbane NDIS providers compete to deliver quality services across South East Queensland, yet many struggle with software that increases costs every time they hire new staff or take on more participants. Vertex360 offers growth-friendly NDIS software Brisbane providers trust, starting at just $31.50/month with no hidden fees. Unlike traditional solutions that charge per user, Vertex360’s participant-based pricing ensures your NDIS management Brisbane costs scale predictably with your actual business growth—not your team size. Whether you manage 5 participants or 50, you gain complete transparency over costs while accessing enterprise-grade features built specifically for Queensland NDIS providers. Brisbane providers using Vertex360 save an average of $2,000+ annually compared to traditional per-user software models. Brisbane NDIS Market Overview A Growing NDIS Market in Brisbane Brisbane is rapidly becoming one of the most significant hubs for NDIS participants in Queensland. With over 130,000 participants across the state as of 2025, Brisbane holds approximately 40% of the market share. This number continues to grow year after year, outpacing many other Australian cities in NDIS expansion. The increased demand for NDIS services in Brisbane creates significant opportunities for both new and established Brisbane NDIS providers. However, as the market expands, so do the challenges that Brisbane NDIS providers face in managing their operations efficiently. The rise in demand for disability services means that providers need more than just a basic software solution. They require a system that is scalable, easy to use, and aligned with Queensland’s unique regulatory environment. In a city like Brisbane, where providers range from small teams to larger organisations, having Queensland NDIS software that adapts to their changing needs is essential. Why Brisbane NDIS Providers Need Scalable Solutions As the NDIS market continues to grow, Brisbane NDIS providers require solutions that can not only meet current needs but also accommodate future expansion. This is especially important for providers who are new to the field or have smaller teams. Many NDIS providers in Brisbane are handling a growing participant base and need a system that doesn’t penalise them with per-user pricing as they expand. The demand for scalable, efficient, and affordable NDIS software Brisbane solutions is high. Providers need systems that: Streamline participant management without complexity Ensure compliance with local regulations Allow flexibility in pricing without hidden costs Scale without penalising staff growth Integrate seamlessly with Queensland NDIS requirements Brisbane providers cannot afford software that works against their growth. They need QLD disability software designed specifically for expansion. Growth Challenges for Brisbane Providers High Costs of Scaling Scaling an NDIS business is no easy feat. As Brisbane NDIS providers expand their teams to accommodate a growing number of participants, costs can rise rapidly, especially when it comes to NDIS software Brisbane solutions. Many software solutions charge based on the number of users, meaning that as staff numbers increase, so do the costs. This can be a major hurdle for small and mid-sized Brisbane NDIS providers. Adding more staff is essential for growth, but many software systems penalise growth by increasing fees with every new team member. It not only makes it difficult to control operational costs but also affects profitability in the long run, especially if you are using a traditional NDIS software Brisbane solution with per-user pricing. Traditional per-user pricing creates a growth penalty: Hire your 5th staff member: Costs increase 25% Hire your 10th staff member: Costs double Hire your 15th staff member: Software costs triple Your software bill grows faster than your revenue Understand why per-user pricing kills growth. Read our in-depth analysis: Why per-user pricing kills growth for NDIS providers. Managing a Growing Participant Base As your business grows and you take on more participants, managing each individual’s care plan, funding, and progress can become increasingly complex. Brisbane NDIS providers require a solution that enables them to efficiently track participant data, monitor progress, and easily update care plans as needed. Without a centralised platform, managing participant details across different systems or spreadsheets becomes time-consuming and prone to errors. The growing complexity of managing multiple participants requires more than just a basic system. Providers also need advanced tools that: Integrate participant data into one centralised system Automate routine processes and reduce manual work Prevent errors through built-in validation Track funding and billing accurately Generate compliance reports automatically This way, affordable NDIS software Brisbane solutions can support providers in focusing on delivering quality care rather than worrying about administrative overload. Software That Penalises Growth The biggest challenge for Brisbane NDIS providers when it comes to software is the penalty of additional fees as their business grows. Many traditional software providers increase costs based on the number of users. As your team grows and you add more staff to support an increasing number of participants, your costs will increase accordingly. This can quickly lead to escalating monthly expenses, making it harder to scale sustainably, especially when using QLD disability software that charges per user. Brisbane providers deserve better. Growth-friendly NDIS software should celebrate your expansion, not penalise it. Vertex360’s Brisbane Solution Affordable, Scalable Pricing for Brisbane Providers Vertex360 offers an innovative solution to the common challenges faced by NDIS providers in Brisbane. The platform employs a participant-based pricing model, which means you pay based on the number of participants you manage, rather than the number of users on the system. This pricing model helps Brisbane NDIS providers manage their costs more effectively, especially as their

TL;DR Per-user pricing models for NDIS software create significant obstacles for providers looking to expand. Each new hire leads to increasing software costs, discouraging providers from growing their teams and limiting their business potential. This “growth tax” can result in thousands of dollars in additional software fees, making it harder for providers to meet the rising demand for services. Vertex360 offers a participant-based pricing model, enabling guilt-free hiring and business expansion without escalating software costs. By eliminating these barriers, providers can scale efficiently and focus on delivering better care for participants. The Hidden Cost of Scaling Your NDIS Business NDIS providers face a constant challenge: balancing the need to grow their workforce with the financial realities of running a sustainable business. As demand for disability services continues to increase across Australia, providers must hire additional support workers, coordinators, and administrative staff to meet participant needs. However, many providers discover a hidden obstacle that silently undermines their growth plans: per-user pricing models for NDIS management software. These pricing structures create what industry experts call a “growth tax”—a penalty that increases your operational costs every time you hire someone new. For NDIS providers planning to expand their services, these rising software costs can discourage hiring and slow business growth, ultimately limiting your ability to serve more participants. <p>Understanding the difference between pricing models is crucial for making informed software decisions. Read our detailed comparison of ShiftCare vs Vertex360 pricing models to see exactly how per-user and participant-based approaches affect your bottom line. The financial impact is substantial. As your team grows from 3 staff members to 20, per-user pricing can add $7,600+ in cumulative software costs over five years—money that could instead fund better wages, improved participant services, or business development. How Per-User Pricing Creates a $10,000+ Annual Growth Penalty The mechanics of per-user pricing are straightforward but problematic: every time you hire a new team member, your monthly software bill increases. This pricing model forces you to make tough decisions—not based on business needs or participant demand, but on the rising cost of your management software. The Real-World Impact Consider ShiftCare, one of the popular NDIS software solutions. While their entry price appears affordable at $12 per user per month, the costs escalate quickly: ShiftCare Cost Trajectory: 3 staff members: $36/month ($432/year) 5 staff members: $60/month ($720/year) 10 staff members: $120/month ($1,440/year) 15 staff members: $180/month ($2,160/year) 20 staff members: $240/month ($2,880/year) For enterprise-focused solutions like SupportAbility, the impact is even more severe. While they hide their pricing behind “contact us” forms, industry estimates place their costs at $50-150 per user per month: SupportAbility Estimated Costs: 5 staff members: $250-750/month ($3,000-9,000/year) 10 staff members: $500-1,500/month ($6,000-18,000/year) 15 staff members: $750-2,250/month ($9,000-27,000/year) This “growth tax” leads to several adverse outcomes: Staffing Decisions Based on Software Costs: Providers delay or forgo hiring additional staff because each new team member adds permanent monthly expenses—even before considering wages, training, or equipment costs. Business Expansion Stagnation: As teams grow, the per-user pricing structure makes it increasingly difficult to scale operations effectively. What starts as $36/month becomes $240/month as you grow to 20 staff—an increase of $2,448 annually. Profitability Pressures: Rather than investing in business growth, providers keep teams artificially small to control software expenses. This limits both profitability and the number of participants you can serve. Budget Unpredictability: Unlike participant-based revenue which is predictable through NDIS funding, per-user software costs create budget uncertainty every time you need to hire. Real Provider Scenarios: How Scaling Costs Affect Hiring Decisions Let’s examine three realistic scenarios where NDIS providers face difficult choices due to per-user pricing: Scenario A: Solo Provider Growing to Small Team (1→5 Staff) Meet Sarah: Sarah runs a support coordination service in Melbourne. She currently works solo but has a waiting list of 15 participants requesting her services. To meet this demand, she needs to hire 4 additional support coordinators. Current Situation: Staff: 1 (Sarah) Participants: 8 Current software cost (ShiftCare): $12/month Growth Plan: Staff needed: 5 (Sarah + 4 coordinators) Potential participants: 40 Projected software cost (ShiftCare): $60/month Financial Impact: Monthly increase: $48 Annual increase: $576 3-year cumulative cost: $1,728 Sarah’s Decision: While $576/year seems manageable, Sarah also calculates that hiring 4 coordinators means $180,000+ in annual wages. The software increase, though smaller, represents another fixed cost that will never decrease—even if she reduces her team temporarily. She decides to hire only 2 coordinators initially, limiting her growth and keeping 25 participants on her waiting list. Scenario B: Small Team Scaling to Medium Provider (5→15 Staff) Meet David: David operates a disability services provider in Brisbane offering personal care and therapy services. His current team of 5 staff members serves 35 participants, but demand in his region has increased significantly. Current Situation: Staff: 5 Participants: 35 Current software cost (ShiftCare): $60/month ($720/year) Growth Plan: Staff needed: 15 (to cover new service areas) Potential participants: 100 Projected software cost (ShiftCare): $180/month ($2,160/year) Financial Impact: Monthly increase: $120 Annual increase: $1,440 5-year cumulative cost: $7,200 additional If Using SupportAbility (estimated $50/user): Current cost: $250/month ($3,000/year) Projected cost: $750/month ($9,000/year) Annual increase: $6,000 5-year cumulative cost: $30,000 additional David’s Decision: David realizes that his software costs will triple just to accommodate necessary hiring. With margins already tight in the NDIS sector, he questions whether regional expansion is financially viable. He decides to grow more slowly, hiring only 5 additional staff over two years instead of 10 immediately—limiting his ability to serve his community. Scenario C: Medium Provider Avoiding the Enterprise Trap (15→30 Staff) Meet Jennifer: Jennifer runs an established NDIS provider in Sydney with 15 staff members serving 80 participants. She’s planning regional expansion that would require doubling her workforce. Current Situation: Staff: 15 Participants: 80 Current software cost (ShiftCare): $180/month ($2,160/year) Growth Plan: Staff needed: 30 (for regional offices) Potential participants: 180 Projected software cost (ShiftCare): $360/month ($4,320/year) Financial Impact: Monthly increase: $180 Annual increase: $2,160 Just first year cost difference: $2,160 If Using SupportAbility (estimated $75/user average): Current cost: $1,125/month ($13,500/year) Projected cost: $2,250/month ($27,000/year)

TL;DR ShiftCare charges $12 per staff member monthly, while Vertex360 uses participant-tier pricing starting at $35/month for 1-5 participants. Your ideal choice depends on your team structure: ShiftCare favours lean teams with mostly support workers, while Vertex360 suits providers building administrative infrastructure where costs should scale with participants (revenue) not staff (expenses). Calculate both models with your specific numbers to determine the better fit. Two Different Pricing Philosophies When you compare ShiftCare and Vertex360, you’re not just looking at two different prices—you’re evaluating two fundamentally different approaches to NDIS software pricing. Understanding these philosophies helps you choose the model that aligns with your business structure and growth plans. ShiftCare’s Per-User Model Explained ShiftCare uses a per-user pricing model at $12 per staff member per month. Every person who needs access to the system—support workers, coordinators, practice managers, administrative staff—adds $12 to your monthly bill. This approach is straightforward: more team members means higher software costs. The per-user model creates a direct relationship between your staffing decisions and software expenses. When you hire a new support worker, your software cost increases by $12 monthly. When you add a coordinator or practice manager, that’s another $12. The model is simple to understand but ties your software costs directly to your workforce size. This pricing structure works well when your team consists primarily of direct support workers who generate revenue through participant services. The costs scale in proportion to the people delivering billable services. Vertex360’s Participant-Tier Model Explained Vertex360 takes a different approach. The software charges based on participant tiers, not individual staff members. The Total Suite plan costs $35 monthly (plus GST) and accommodates 1-5 participants with unlimited staff accounts. The Platinum plan costs $59 monthly (plus GST) and supports larger participant numbers, also with unlimited staff accounts. This participant-based pricing NDIS model links your software costs to the number of people you support—your revenue generators—rather than the number of people you employ. You can add coordinators, practice managers, administrative assistants, and additional support workers without increasing your monthly software fee, as long as you stay within your participant tier. The philosophy behind this model recognises that NDIS providers need administrative infrastructure to deliver quality services. Your software costs should reflect business growth (more participants) rather than operational structure (team composition). For complete transparency on our pricing structure, visit our detailed Vertex360 pricing page to see all available tiers, features, and included benefits for each plan. The Core Difference ShiftCare answers: “How many people need system access?” Vertex360 answers: “How many participants do you support?” Both questions are valid. The right answer for your business depends on how you structure your team and plan to grow. Understanding Your Team Structure Impact Your team’s composition determines which pricing model delivers better value. The participant-to-staff ratio and the types of roles you employ create dramatically different cost outcomes under each model. Direct Support Worker vs Administrative Roles NDIS providers typically employ two categories of staff: direct support workers who deliver participant services, and administrative personnel who enable service delivery. Direct support workers include support workers, support coordinators, and specialist staff who work directly with participants. These roles generate revenue and justify their cost through billable hours. Administrative roles include practice managers, office administrators, rostering coordinators, compliance officers, and business development staff. These positions don’t deliver billable services but enable your support workers to operate effectively and your business to scale. The distinction matters significantly when comparing ShiftCare vs Vertex360 pricing: ShiftCare treats all roles equally: Every staff member, whether generating revenue or providing support, costs $12 monthly. Vertex360 doesn’t charge per role: Your coordinator, practice manager, and administrative team access the system at no additional cost within your participant tier. Calculating Your Participant-to-Staff Ratio Your participant-to-staff ratio reveals which pricing model aligns better with your business economics. Low ratio (many staff per participant): Indicates complex care, high coordination needs, or significant administrative infrastructure. ShiftCare costs increase significantly. High ratio (fewer staff per participant): Indicates lean operations with mostly direct support workers. ShiftCare remains competitive. Calculate your ratio: Divide total staff by active participants. A ratio of 2:1 means two staff members for every participant. A ratio of 0.5:1 means one staff member serves two participants. Cost Scenarios: Real Numbers for Real Businesses Let’s examine specific scenarios to illustrate how team structure affects costs under each model. Scenario 1: Lean Support Team Team: 1 coordinator, 4 support workers Participants: 3 ShiftCare cost: 5 staff × $12 = $60/month Vertex360 cost: $35/month (Total Suite, 1-5 participants) Result: Vertex360 saves $25 monthly ($300 annually) Even with a lean team, Vertex360 offers modest savings. The advantage grows as you add administrative roles. Scenario 2: Growing with Administrative Infrastructure Team: 1 practice manager, 2 coordinators, 8 support workers Participants: 12 ShiftCare cost: 11 staff × $12 = $132/month Vertex360 cost: $59/month (Platinum tier for 6+ participants) Result: Vertex360 saves $73 monthly ($876 annually) Adding administrative personnel significantly increases the cost difference. Your practice manager and additional coordinator add $36 monthly to ShiftCare but nothing to Vertex360. Scenario 3: Established Provider with Complex Structure Team: 1 business manager, 1 practice manager, 3 coordinators, 1 admin assistant, 15 support workers Participants: 28 ShiftCare cost: 21 staff × $12 = $252/month Vertex360 cost: $59/month (Platinum tier) Result: Vertex360 saves $193 monthly ($2,316 annually) Large teams with substantial administrative infrastructure see dramatic savings with participant-based pricing. Your six non-direct-support roles add $72 monthly to ShiftCare costs but don’t affect Vertex360 pricing. When Team Structure Favours Each Model ShiftCare works best when you: Employ primarily direct support workers (minimal admin roles) Maintain high participant-to-staff ratios (lean operations) Have small teams (under 5 total staff) Plan to keep team structure simple as you grow Vertex360 works best when you: Build administrative infrastructure (managers, coordinators, office staff) Experience high staff turnover requiring frequent license management Employ specialist roles that don’t directly bill participants Want to separate business growth costs from operational structure costs When Participant-Based Pricing Makes Sense Participant-based pricing creates specific advantages for NDIS