Buyer's guide
NDIS software for small providers in 2026: a fair guide
Kim Matthews, founder of Sparks Provider. Kim runs two NDIS providers.Prices checked 14 November 2026.
The short answer
There is no single best NDIS software. The right one depends on your team size, whether you use Xero, and whether you need award interpretation, aged care or plan management. For a team of five or fewer that does not need an accounting link, Teiro, RotaWiz and Imploy each have a free plan. For a small team that uses Xero and wants one price that does not grow with headcount, Sparks Provider is $499 a year including GST. If you need SCHADS award interpretation inside your care software, look at ShiftCare Premium, CareMaster, Imploy Premium or RotaWiz Premium. If you have 30 or more staff across several sites, look at SupportAbility, FlowLogic or Lumary.
Who wrote this
We make Sparks Provider, one of the products in this guide. So we have set rules that do not depend on our opinion:
- Every price comes from the vendor's own price page, read on 14 November 2026, with the link in the sources list.
- Every annual figure includes GST. Where a vendor quotes before GST, we added 10%.
- Products are listed in order of annual cost for a 16-person team, lowest first. Products with published prices come first. Products that do not fit that sum come next, and quote-only products are last, by name.
- Each entry says who the product suits and who it does not, including ours.
- If we could not confirm something, we say so.
If a price here is out of date, email hello@sparksprovider.app and we will fix it.
How to choose
Ask these six questions before you look at any feature list.
What will it cost next year, not this year?
Most NDIS software charges per user or per client. That is fine at three people and very different at sixteen. Work out the price at your size today and at the size you expect in a year. Ask what the minimum is: several products bill for at least five users.
Does it link to your accounts?
If you use Xero, check that the plan you are pricing includes it. Some products put Xero on a higher plan. Some have no accounting link at all, which means downloading files and keying them in.
Who does pay?
Some products interpret the SCHADS Award and calculate pay. Others, including Sparks Provider, send approved hours to Xero and leave pay there. Neither is wrong. Decide which you want, because it changes the shortlist.
Can you claim from the NDIA?
Check that the plan you are pricing makes the NDIA bulk claim file (the bulk payment request). On some products the lowest plan cannot invoice the NDIS at all.
Will your workers use it?
Workers need to see shifts, write notes and submit hours from a phone. Look for a real app in the App Store and Google Play, and read the ratings.
Can you try it and can you leave?
Look for a free trial without a sales call. Read the terms for minimum terms, notice periods and refunds. Ask how you get your records out.
The prices, side by side
Annual cost in Australian dollars, including GST. Each team is an owner plus workers: 3 people is an owner and 2 workers, and so on. For products priced per client we used 8, 15, 40 and 80 clients. Each figure uses the vendor's lowest plan that includes Xero, where it has one.
| Product | 3 people | 6 people | 16 people | 31 people | Xero |
|---|---|---|---|---|---|
| Sparks Provider | $499 | $499 | $499 | $499 | Yes |
| Teiro (Standard) | $0 | $118.80 | $1,306.80 | $3,088.80 | No Xero |
| ProviderOps | $778.80 | $778.80 | $1,702.80 | Not offered | No Xero |
| RotaWiz (Premium, as displayed) | $396 | $792 | $2,112 | $4,092 | Yes |
| Brevity (Lite) | $592.68 | $889.02 | $2,370.72 | $4,741.44 | Yes |
| ShiftCare (Professional) | $858 | $1,029.60 | $2,745.60 | $5,319.60 | Yes |
| CareMaster (Essential) | $1,056 | $1,267.20 | $3,379.20 | $6,547.20 | Tier not stated |
| Imploy (Premium) | $792 | $1,584 | $4,224 | $8,184 | Yes |
| Astalty | $1,240 | $2,140 | $5,140 | $9,640 | Yes |
| Splose (allied health) | $844.80 | $2,112 | $6,336 | $12,672 | Yes |
| Careview | Per client profile | Per client profile | Per client profile | Per client profile | Yes |
| FlowLogic | Quote only | Quote only | Quote only | Quote only | Yes |
| Lumary | Quote only | Quote only | Quote only | Quote only | Not stated |
| SupportAbility | Quote only (30 staff minimum) | Quote only | Quote only | Quote only | Yes |
These are subscription prices only. The products do not have the same features. Setup fees, SMS and add-ons are left out. Prices checked 14 November 2026. See your own team size on the pricing page.
Lowest published price at each size
| Team | Lowest overall | Lowest with Xero included |
|---|---|---|
| 3 people | Teiro, RotaWiz Startup and Imploy Starter, all $0 (no Xero) | RotaWiz Premium, $396 as displayed. Then Sparks Provider, $499 |
| 6 people | Teiro, $118.80 (no Xero) | Sparks Provider, $499 |
| 16 people | Sparks Provider, $499 | Sparks Provider, $499 |
| 31 people | Sparks Provider, $499 | Sparks Provider, $499 |
Free plans for up to 5 users: RotaWiz Startup, Teiro Free and Imploy Starter. None includes Xero.
The products
Sparks Provider
- Price
- $499 a year including GST for the whole business. Unlimited workers and clients. Billed annually.
- At 3, 6, 16 and 31 people
- $499, $499, $499, $499.
- Trial
- 7 days, the full product, no card.
- What it covers
- Rosters with repeating shifts and group bookings, iPhone, iPad and Android apps for workers, shift notes, timesheets and approval, NDIS invoicing from your price guide, the NDIA bulk claim file (you upload it), Xero (invoices as drafts, approved hours for pay runs), participant records, agreements and consents with online signing, incidents, and staff documents with expiry tracking.
- Suits
- Small providers of direct supports, from a sole trader to about 30 staff, who use Xero and want one known price.
- Does not suit
- Providers who want award interpretation or payroll inside their care software (it sends hours to Xero and does not hold pay rates). Plan managers. Aged care providers. Organisations that need a reporting suite, GPS clock in and out, or a live MYOB or QuickBooks connection (it makes MYOB and QuickBooks import files).
- Know before you buy
- It is billed annually, with no monthly option. From 1 January 2027, new subscriptions choose between Basic at $499 and Pro at $1,499 a year (Pro adds policies, registers and audit tools). Subscribers who join by 31 December 2026 keep Pro at $499 while they stay subscribed. SMS reminders are an optional paid pack. It is a newer product with few public reviews so far.
Teiro
- Price
- Free for the first 5 active users. Then $9 per active user a month before GST (Standard) or $29 (Professional).
- At 3, 6, 16 and 31 people
- $0, $118.80, $1,306.80, $3,088.80 on Standard.
- Trial
- None needed; the free plan has no time limit.
- Suits
- Teams of five or fewer who want a full platform for nothing. Providers who need medication records, GPS check-in, or aged care claiming and SIRS reporting.
- Does not suit
- Providers who want invoices and hours to flow to Xero. Teiro says it has "no direct payroll or accounting integrations".
- Know before you buy
- Teiro's site describes an "active user" in more than one way, so ask which applies. Its pricing page says new accounts opened in the future will not necessarily be free. It has very few public reviews so far.
ProviderOps
- Price
- Solo $29 a month for one login, Small Team $59 for up to 10 logins, Growing Provider $129 for up to 30. All before GST, billed monthly. A free plan covers invoicing only, for the owner and up to 3 participants.
- At 3, 6, 16 and 31 people
- $778.80, $778.80, $1,702.80, not offered.
- Trial
- 7 days, no card.
- Suits
- Sole traders (Solo is $382.80 a year including GST) and small teams who want flat monthly pricing and do not use Xero.
- Does not suit
- Xero or MYOB users. ProviderOps says it does not sync with either. Teams who want a worker app from the app stores. Teams over 30 logins.
- Know before you buy
- Workers use a web page on their phone. We found no public reviews. It is a different company from Sparks Provider, despite the similar name.
RotaWiz
- Price
- Startup is free for up to 5 users. Essential is a displayed $6 per user a month and Premium $10. Xero is on Premium.
- At 3, 6, 16 and 31 people
- $396, $792, $2,112, $4,092 on Premium. Without Xero: $0, $475.20, $1,267.20, $2,455.20.
- Trial
- None; the free plan is the trial.
- Suits
- Teams of five or fewer who can start without Xero. Providers who want GPS clock in and out, SCHADS award interpretation (Premium), MYOB or QuickBooks.
- Does not suit
- Anyone who needs a firm price today. See the next line.
- Know before you buy
- On 14 November 2026 RotaWiz's price page showed a discount deadline of 2 March 2026 that had already passed, so its current rates are unconfirmed. Its price page does not mention GST; its terms say prices exclude it, so we added 10%. We could not confirm on its site that it makes the NDIA bulk claim file. Ask RotaWiz about all three.
Brevity
- Price
- Priced per client, not per user. Lite is $4.49 per client a month on the annual rate, before GST, with a 10-client minimum. Business is $6.49 and has a setup fee that is not published.
- At 3, 6, 16 and 31 people (8, 15, 40 and 80 clients)
- $592.68, $889.02, $2,370.72, $4,741.44 on Lite.
- Trial
- Free trial on Lite. The length is not stated on the pricing page.
- Suits
- Providers with many staff and few clients, since staff are unlimited. Providers who need plan management, a support coordinator app, MYOB or QuickBooks, or aged care reporting.
- Does not suit
- Providers with many clients for their size, because every client adds to the bill. Providers who need group rostering on the lowest plan (it is on Business).
- Know before you buy
- Its worker app is rated 2.0 on the Australian App Store (11 ratings) and 2.6 on Google Play (299), read 14 November 2026.
ShiftCare
- Price
- Per user a month on annual billing, before GST: Basic $8, Professional $13, Premium $20. Minimum 5 users. Enterprise by quote from 250 staff.
- At 3, 6, 16 and 31 people
- $858, $1,029.60, $2,745.60, $5,319.60 on Professional.
- Trial
- 7 days, no card.
- Suits
- Providers who want a broad, widely used product with a highly rated worker app (4.7 from 18,790 ratings on the Australian App Store), GPS clock in and out, and on Premium, SCHADS award interpretation and direct NDIA claims through PRODA.
- Does not suit
- Very small teams watching cost: a team of three pays for five users, and every extra user adds $171.60 a year on Professional.
- Know before you buy
- Basic does not include NDIS invoicing or bulk claim uploads, so we priced Professional. Annual plans are paid upfront and ShiftCare's terms say payments are not refunded.
CareMaster
- Price
- Per user a month before GST: Essential $16 (minimum 5 users), Standard $26, Premium $36. Enterprise by quote from 200 users.
- At 3, 6, 16 and 31 people
- $1,056, $1,267.20, $3,379.20, $6,547.20 on Essential. On Standard: $1,716, $2,059.20, $5,491.20, $10,639.20.
- Trial
- None found. Demo first.
- Suits
- Providers who want NDIS and aged care in one suite, a participant app, SCHADS award interpretation (an add-on at $155 a month), or MYOB or QuickBooks. Its worker app is rated 4.6 from 4,414 ratings on the Australian App Store.
- Does not suit
- Providers who want to try before committing, or who may shrink: the terms set a 12-month minimum with no downgrades.
- Know before you buy
- An onboarding package may be required and its price is not published. CareMaster's price table does not say which tier includes the Xero link, so confirm that before comparing.
Imploy
- Price
- Starter is free for up to 5 users. Premium is $240 per user a year on annual billing, or $25 a month, before GST. Xero is on Premium.
- At 3, 6, 16 and 31 people
- $792, $1,584, $4,224, $8,184 on Premium at list price. Starter is $0 for 3 people without Xero.
- Trial
- 7 days of Premium, no card, then the free plan.
- Suits
- Teams of five or fewer who do not need Xero yet. Providers who want SCHADS awards, geo clock in and out, QuickBooks, or support coordination and accommodation modules.
- Does not suit
- Teams of six or more watching cost. Every login is paid on Premium, including admins.
- Know before you buy
- On 14 November 2026 Imploy showed a 30% offer, which would make the four figures $554.40, $1,108.80, $2,956.80, $5,728.80. Inactive users are charged until archived.
Astalty
- Price
- Per seat, including GST: $640 a year for each office user and $300 a year for each support worker. Monthly is $64 and $30.
- At 3, 6, 16 and 31 people
- $1,240, $2,140, $5,140, $9,640 (one office user plus a worker seat each).
- Trial
- 14 days, and a 3-month money-back guarantee.
- Suits
- Providers for whom support coordination is central. Astalty has deep coordination tools, a free Lite product for coordinators, two-way Xero sync and a large base of public reviews.
- Does not suit
- Teams with many support workers and tight margins, since every worker with access is a paid seat whether or not they log in.
- Know before you buy
- Astalty's help pages say scheduling needs Premium and the Scheduling add-on. Ask Astalty for your total with rostering included.
Splose
- Price
- $32 per practitioner a month on annual billing, or $36 monthly, before GST. Admin roles are free.
- At 3, 6, 16 and 31 people
- $844.80, $2,112, $6,336, $12,672, counting each worker as a practitioner.
- Trial
- 14 days.
- Suits
- Allied health practices. Splose is practice management software for therapists, with online bookings, telehealth, Medicare and NDIS billing.
- Does not suit
- Providers who roster support workers. We found no support-worker rostering, pay timesheets or worker app.
- Know before you buy
- It appears in many NDIS software lists because it bills the NDIS. Check it does the job you need before pricing it.
Careview
- Price
- Priced by client profile, before GST. Careview's published example is 20 client profiles for $150 a month, which is $1,980 a year including GST.
- At 3, 6, 16 and 31 people
- Not priced by team size.
- Suits
- Plan managers and support coordinators, and organisations that do those alongside other services.
- Does not suit
- A provider whose main work is rostering support workers, as a first choice.
- Know before you buy
- Use Careview's own pricing for your client count. Its example is for support coordination and is not a like-for-like price with rostering software.
FlowLogicquote only
- Price
- Not published. FlowLogic's pricing page lists three onboarding packages and says subscription and user fees are set out in a demo.
- Suits
- Medium to large providers who need compliance dashboards, audit scheduling, PRODA integration, SCHADS award warnings, or NDIS and aged care in one system.
- Does not suit
- Sole traders and very small teams. FlowLogic's own blog says it "may be more than a sole trader or very small team needs".
- Know before you buy
- An onboarding package is part of buying. The trial is by request.
Lumaryquote only
- Price
- Not published. We found no trial.
- Suits
- Mid-to-large providers. Lumary says its disability product "is designed for mid-to-large disability providers". It is built on Salesforce and offers award management, house-level rostering and business reporting.
- Does not suit
- Small teams who want to start this week without an implementation project.
- Know before you buy
- Lumary's Australian site is lumary.com.au. The lumary.com address is now a different product for the United States.
SupportAbilityquote only
- Price
- Not published. Subscriptions are annual, paid at the start of each year, and sized by number of staff.
- Suits
- Established registered providers with 30 or more staff, several sites or service types, and a need for funding statements and reporting across them.
- Does not suit
- Teams under 30 staff. SupportAbility says "the smallest subscription size we currently offer is for 30 staff".
- Know before you buy
- Every subscription includes all modules, so the price does not rise with features.
Other products with published prices
We have read these products' price pages but have not reviewed what they do, so they are not ranked above.
| Product | Published price | A year | GST | Xero | Source |
|---|---|---|---|---|---|
| ReadyRoster | Free to 3 participants. Team $29 a month to 15 participants. Growth $79 to 50. Enterprise $199. Unlimited staff. | $348, $948 or $2,388 | Not stated | In development | readyroster.com.au/pricing |
| Ausvanta | By participants, unlimited users: $149 a month (1 to 20), $249 (21 to 50), $399 (51 to 150). | $1,609, $2,689 or $4,309 prepaid | "GST is not currently applicable" | Available on request | ausvanta.com.au/pricing |
| FormaOS | $259 a month for up to 15 people. $499 a month for up to 50. | $3,108 or $5,988 | Shown at checkout | File download, no live sync | formaos.com.au/pricing |
For a provider with 15 or fewer participants, ReadyRoster's Team plan ($348 a year as published) is lower than Sparks Provider's $499.
Quick picks by situation
- Five people or fewer, no Xero needed: start with a free plan from Teiro, RotaWiz or Imploy.
- A sole trader: ProviderOps Solo ($382.80 a year), a free plan above, or Sparks Provider ($499).
- A small team on Xero that expects to grow: Sparks Provider. The price is the same at 6 people and 31.
- You want SCHADS award interpretation in the software: ShiftCare Premium, CareMaster with its award add-on, Imploy Premium or RotaWiz Premium.
- Support coordination is your main service: Astalty or Careview.
- Plan management: Careview or Brevity.
- An allied health practice: Splose.
- NDIS and aged care together: CareMaster, Brevity, Teiro or FlowLogic.
- Thirty or more staff, several sites: SupportAbility, FlowLogic or Lumary.
How we worked out the prices
- Teams: An owner plus 2, 5, 15 and 30 workers. Every person is counted as a login.
- Clients (for per-client pricing): 8, 15, 40 and 80.
- Plan: The vendor's lowest plan that covers rosters, a worker app, shift notes, timesheets, NDIS invoicing with the bulk claim file, and Xero where any plan has it.
- Billing: The annual rate where the vendor offers one. Monthly rates times 12 where it does not.
- GST: Added at 10% where the vendor quotes before GST. Astalty and Sparks Provider publish prices including GST.
- Left out: Setup and onboarding fees, SMS, add-ons and time-limited discounts.
The sums
- ShiftCare: 12 x $13 x users (minimum 5) x 1.1
- Brevity: 12 x $4.49 x clients (minimum 10) x 1.1
- CareMaster: 12 x $16 x users (minimum 5) x 1.1
- Imploy: $240 x users x 1.1
- RotaWiz: 12 x $10 x users x 1.1
- Astalty: $640 + $300 x workers
- Teiro: 12 x $9 x (users minus 5) x 1.1
- ProviderOps: 12 x $59 x 1.1 up to 10 logins; 12 x $129 x 1.1 up to 30
- Splose: 12 x $32 x workers x 1.1
- Sparks Provider: $499
Sources
All read on 14 November 2026.
- Sparks Provider
- sparksprovider.app/pricingsparksprovider.app/foundation
- ProviderOps
- providerops.com.au/pricing
- Brevity
- brevity.com.au/pricing
- CareMaster
- caremaster.com.au/pricingcaremaster.com.au/terms-and-conditionscaremaster.com.au/about-caremaster-ndis-software-licences
- Splose
- splose.com/pricing
- Careview
- careviewapp.com/faqs
- Lumary
- lumary.com.au/disability
- ReadyRoster, Ausvanta, FormaOS
- readyroster.com.au/pricingausvanta.com.au/pricingformaos.com.au/pricing
- App ratings
- Australian App Store and Google Play listings for each app.
Sparks Provider is not affiliated with any other product named here. Product names are used only to help providers compare their options. This is general information, not financial or NDIS advice.
Common questions
What is the best NDIS software for a small provider?
It depends on team size and what you need around the roster. Teams of five or fewer that do not need Xero can start free with Teiro, RotaWiz or Imploy. Small teams on Xero that want one fixed price can look at Sparks Provider at $499 a year including GST. Providers who need award interpretation should look at ShiftCare Premium, CareMaster, Imploy Premium or RotaWiz Premium.
How much does NDIS software cost for a small provider?
From published prices on 14 November 2026, a team of six pays between $118.80 and $2,140 a year including GST, and a team of sixteen between $499 and $6,336, depending on the product. Several products for larger providers do not publish a price.
Is there free NDIS software?
Yes. Teiro, RotaWiz and Imploy each have a free plan for up to 5 users, and ProviderOps has a free invoicing-only plan. None of the free plans includes Xero.
Which NDIS software has one flat price instead of per-user pricing?
Sparks Provider is one price for the whole business, $499 a year including GST. ProviderOps has flat monthly bands up to 30 logins. Brevity and ReadyRoster charge by clients or participants and do not charge per staff member.
Which NDIS software works with Xero?
On the plans we priced: Sparks Provider, ShiftCare, Brevity, Astalty, Splose, and the Premium plans of Imploy and RotaWiz. Teiro and ProviderOps say they have no Xero link.
Which NDIS software does SCHADS award interpretation?
ShiftCare (Premium), CareMaster (a paid add-on), Imploy (Premium) and RotaWiz (Premium) list it. Sparks Provider does not: it sends approved hours to Xero.