Participants, agreements, services and claims in one compliant system
CRM for NDIS providers
Every participant with their plan dates, budgets and service agreement, services logged by workers against the right support item, bulk payment requests generated for the portal and worker compliance tracked before it lapses.
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CareLoop: the NDIS providers edition, in your browser
One of twelve industry systems we build from, each with its own screens, workflow and vocabulary. CareLoop carries recalls generated from every treatment and today's book, plus the pipeline, inbox with SMS and email, quotes the customer accepts online, schedule, editable automation flows, reports and a phone view. Sample data in your browser only. Your build carries your own stages, fields and rules.
Use Expand in the demo toolbar for a full screen view, press Escape to close it, or open the NDIS providers demo on its own page.
Who this is for
Built for NDIS providers
NDIS registered and unregistered providers in Australia with 5 to 200 workers delivering core supports, community access, support coordination or allied health, who are managing budgets in spreadsheets and claims by hand.
Budget tracking per participant
Plan budgets by category, services delivered against them and remaining balance, with alerts when a category is running ahead of schedule.
Bulk payment requests without retyping
Services logged with the correct support item and rate from the current price guide are exported as the bulk payment request file for the portal, with a reconciliation of paid and rejected lines.
Worker compliance
Worker screening, first aid, training and vehicle checks with expiry reminders, and rostering that blocks workers with lapsed compliance.
Incidents and progress notes
Progress notes by service, incident records with the required fields and follow up, and reports for audits and plan reviews.
Pipeline
The stages work moves through
A starting point we adjust to your process in the first design week. Each stage can require fields, trigger messages and create tasks.
- Referral
- Intake meeting
- Service agreement sent
- Agreement signed
- Active participant
- Plan review due
- Exited
Records
What the system keeps track of
Real record types with the fields your team uses, related to each other so one screen shows the whole picture.
Integrations
Connected to the tools you already run
Two way where both sides edit the data, one way where they do not, monitored for twelve months as part of the build.
- NDIS price guide updates
- Bulk payment request CSV
- Xero or MYOB
- Payroll (KeyPay, Xero Payroll)
- SMS
- Rostering apps or built in roster
Questions we get asked
How much does an NDIS CRM cost?
An NDIS provider system with participants, agreements, service logging, claims, worker compliance and reporting is typically 14,900 to 24,900 Australian dollars fixed, delivered in seven to ten weeks. A participant and agreement tracker starts at 7,500. No per-worker fees, which matters when you have 80 support workers.
Does it generate bulk payment requests?
Yes. Services are logged against the participant's agreement with the support item code and rate from the current price guide, and the bulk payment request file is generated in the portal's format. Responses are imported so paid and rejected lines are reconciled and rejected claims are fixed and resubmitted.
Can support workers log services on a phone?
Yes. Workers see their roster, the participant's goals and notes, start and finish the service with GPS, write the progress note against a template and log travel. Work saves offline where there is no signal and syncs later, and managers see completed services and their progress notes the same day rather than at week end.
Does it track plan budgets?
Yes. Each participant's plan holds budgets by category, and every service delivered draws down against the right one. A dashboard shows remaining budget, projected exhaustion date and participants whose plan review is within 90 days. Support coordinators see the same figures as the finance team, so budget conversations with participants and families are based on live numbers rather than last month's spreadsheet.
Tell us how your NDIS providers business works. We will quote the CRM that fits it.
A 30 minute written brief from you, a fixed price and a two page scope from us within two business days. No call required, no obligation.