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
Step 2: List Essential Features
Must-Have: Mobile timesheets, rostering, NDIS invoicing, progress notes, contact management
Nice-to-Have: Advanced analytics, custom workflows, integrations, client portals
Step 3: Calculate Three-Year Budget
- Solo: $400-1,200 annually (1-2% of revenue)
- Small Teams: $1,200-4,800 annually (1-3% of revenue)
- Established: $4,800-12,000 annually (2-4% of revenue)
Step 4: Evaluate Pricing Transparency
Prefer: Complete pricing published online, clear tiers, setup fees disclosed, no “contact sales” barriers
Avoid: No pricing available, must contact sales, customised pricing, hidden fees
Step 5: Assess Setup Complexity
Simple (1-7 days): Self-guided, template-based, optional support
Complex (4-12+ weeks): Professional implementation, custom configuration, extensive training
Step 6: Test With Free Trials
Test: Roster creation, timesheet entry, invoice generation, progress notes, mobile apps, support quality
Step 7: Evaluate Support Quality
Assess: Australian team, multiple channels, response times, NDIS knowledge, self-help resources
Decision Checklist
| Criterion | Weight |
| Pricing transparency published | Critical |
| Matches provider size (1-50 participants) | Critical |
| All essential features included | Critical |
| Setup time under 2 weeks | High |
| Within three-year budget | High |
| Predictable scaling costs | High |
| Free staff accounts | Medium |
| Australian support team | Medium |
Five Common Mistakes to Avoid
Mistake 1: Choosing Enterprise Software
Problem: Small providers pay $50-150/user for features they never use. Setup takes months.
Solution: Select software designed for 1-50 participants. Simple solutions cost 60-80% less.
Mistake 2: Focusing Only on Initial Costs
Problem: $12/user appears cheaper than $31.50/month until you hire 10 staff members.
Solution: Calculate complete three-year costs including growth scenarios.
Mistake 3: Ignoring Pricing Transparency
Problem: Hidden pricing creates information asymmetry. Small providers pay higher rates.
Solution: Prioritise vendors with full pricing transparency. Compare objectively.
Mistake 4: Underestimating Implementation Time
Problem: Complex software delays operations by weeks or months.
Solution: Ask for typical timelines. Budget 2-3x vendor estimates. Test during trials.
Mistake 5: Neglecting Support Quality
Problem: Offshore teams lack NDIS knowledge. Slow responses during critical issues.
Solution: Test support during trials. Prioritise Australian-based teams with NDIS expertise.
Your Four-Week Action Plan
Week 1: Research and Shortlist
- Define provider profile and list essential features
- Calculate three-year budget with growth scenarios
- Create shortlist of 2-3 vendors matching your profile
- Eliminate vendors without pricing transparency
Week 2: Test and Evaluate
- Register for free trials with shortlisted vendors
- Test core workflows (roster, timesheets, invoices, notes)
- Involve support workers in mobile app testing
- Contact support through all channels
Week 3: Compare and Decide
- Calculate complete three-year TCO for each finalist
- Complete decision checklist for each vendor
- Request customer references from similar-sized providers
- Make final selection based on systematic scoring
Week 4: Implement and Launch
- Purchase selected software and complete onboarding
- Migrate participant and staff data
- Train team members on essential features
- Generate first rosters, timesheets, and invoices
Recommended Starting Points
Solo Providers (1-5 participants): Start with Vertex360 Total Suite ($31.50/month). Transparent pricing, free staff accounts, quick setup.
Small Teams (6-20 participants): Evaluate Vertex360 ($90-180/month) and ShiftCare ($12/user). Calculate three-year costs based on expected growth.
Established Providers (21-50 participants): Consider Vertex360 Platinum ($360/month) for compliance support. Compare against mid-market options.
Final Questions Before Deciding
- Does this software match my current provider size?
- Can I explain the total three-year cost right now?
- Will this software allow operations to start within my timeframe?
- Have I tested this software with real workflows?
- Did support respond helpfully when contacted?
If you answer “yes” to all questions, you’ve found your NDIS software. If any answer is “no” or “maybe,” continue evaluating alternatives.
Start Your Free Trial Today
Vertex360 offers complete NDIS management software designed specifically for small providers. Experience transparent pricing, quick setup, and Australian support.
Try Vertex360 free for 7 days — no credit card required.
