Simple NDIS rostering software for small teams

Simple NDIS rostering software for small teams

Sparks Provider is software built for smaller Australian NDIS providers who employ and coordinate their own support workers. It brings your roster, staff, participants, shift records, approved hours and invoices into one place, without the size and complexity of an enterprise system. If your team is small enough that you know most of your workers by name, this is built for how you actually work.

What does "simple" actually mean here?

It means the app is deliberately focused. There's no bloated feature list to wade through and no modules you'll never use. You get a weekly roster, staff accounts, participant records, price book, invoicing and a Xero connection. That's the job, and that's what the app does. It won't try to be a recruitment platform, a payroll engine or a plan management tool, because those aren't what a small provider needs from their rostering software.

Can it handle the shift types we actually run?

Yes. You can plan one-off and repeating shifts in a weekly roster, including unassigned shifts that need a worker, 2:1 and 3:1 supports, group sessions, sleepovers, active overnights, public holidays and chargeable cancellations. Small teams often run a mix of straightforward shifts and a few complex ones each week, and the roster is built to hold both without extra workarounds.

How do staff use it day to day?

Each staff member is invited to their own account. They see only their own shifts and the client details relevant to those shifts, they can record their availability, add shift notes or incident reports, and submit their hours when a shift is done. As the owner or admin, you review the week and approve hours before anything moves on to invoicing or timesheets. Nothing gets paid or invoiced without that approval step sitting in the middle.

What happens after hours are approved?

Approved work turns into invoices, priced from your business's own price book, which you set up using current NDIS support items and control which ones you actually use. For NDIA-managed work, Sparks Provider creates a claim file you can upload to PRODA yourself. It doesn't log into PRODA or submit claims on your behalf, that step stays with you. Xero integration is included too. Unsent invoices can be pushed to Xero as drafts, and approved timesheets can be sent through as draft timesheets for your bookkeeper or accountant to check. Sparks Provider doesn't calculate wages, interpret awards or set pay rates. It hands over the approved hours, and Xero handles payroll from there.

Does it help with participant records and agreements?

Participant details, documents and service agreements are kept together in one place. Agreements can be sent out for electronic signing, and the signed copy stays attached to the participant's record. This keeps things organised for your own operations. It doesn't make your business compliant on its own, you're still responsible for meeting your NDIS obligations.

What if we're already on ShiftCare or Sparks Scribe?

There's a built-in ShiftCare import that brings across participants, staff invitations, and up to seven years of shift history and progress notes. Running the same import file twice won't duplicate anyone. If you're a sole trader on Sparks Scribe who's grown into a team, there's a supported move across to Sparks Provider as well.

What does it cost, and can we try it first?

There's a 7-day free trial with no card needed. After that it's $499 for the whole year, GST included, covering unlimited clients and unlimited workers. The price is per business, not per person, which matters when you're a small team that might add a worker or two through the year. An owner can manage the subscription anytime under Business, then Subscription.

Where can we use it?

The app lives at https://sparksprovider.app