Practice management
that runs itself.
The most powerful AI-driven operations platform for NDIS support workers, teams, and enterprise providers across Australia.
Seamlessly integrates with your favourite tools
Xero
QuickBooks
MYOB
Google Calendar
StripeAI that Cares
Work smarter, not harder.
Intelligent rostering, AI-assisted progress notes, and real-time compliance alerts. More time for what matters: participant care.
Talk. AI writes the notes.
Support workers speak into their phone after a shift. KoalaNotes AI converts it into structured, NDIS-compliant summaries, flagging incidents and follow-ups automatically.
2am cancellation? AI handles it.
When a shift cancels, AI instantly finds, invites, and allocates the best available worker based on skills, location, and compliance status. No manual chasing.
Getting Started
Simple setup. No complex deployment.
Sign up, add your participants, and start managing your practice. It only takes 2 minutes.
Create your account
Sign up with email. It takes 30 seconds to lock in your workspace.
Add participants
Enter participant details, NDIS numbers, and funding allocations.
Start working
Schedule shifts, let AI write case notes, automatically generate invoices, and get paid.
Purpose Built
Designed for your practice.
Whether you're a solo provider, a growing team, or an enterprise, KoalaNotes scales with you.
Built for solo NDIS providers
Run your entire practice without touching a spreadsheet. Rostering, automated invoicing, AI voice notes, and everything you need as an independent support worker.
Voice-to-Notes
Speak after a shift, AI formats NDIS-compliant notes.
Instant Invoices
Pre-filled from your timesheets and shifts.
Mobile-First
Clock in, manage shifts, and write notes on the go.
AI Case Notes
Draft case notes and incident reports in seconds.
Your current software is
costing you thousands.
Enterprise providers who switch to KoalaNotes see immediate, measurable impact. Not in months, but from week one.
Slash Your Annual Costs in Half
Legacy NDIS platforms charge enterprise rates that don't reflect the value. KoalaNotes delivers more features at half the annual cost, with no hidden fees, no per-module charges, and no lock-in contracts.
Save Thousands Every Quarter
Automated rostering, batch invoicing, and compliance tracking cut 2-5% off your operational overhead at scale. For providers running 50+ workers, that's thousands of dollars back in your pocket every quarter.
AI That Gives Time Back to Families
Your support workers chose this profession to make a difference, not to drown in paperwork. AI case notes, smart scheduling, and voice-to-text reporting mean shifts end on time. Admin disappears. Your team gets home to the people who matter.
Headache-Free Migration. We Handle It.
No months-long rollouts. No broken workflows. Our dedicated migration team moves your participants, staff, rosters, and documents in 2 to 7 days based on team size. Zero downtime. Hands-on support from day one.
Free migration assessment · No obligation · Custom pricing for 20+ seats
Everything you need
Practice management, perfected.
Participant Management
Track NDIS participants, funding allocations, goals, and care plans in one place.
Roster & Scheduling
Visual calendar with drag-and-drop shifts, AI-powered SmartMatch, and overlap warnings.
Invoicing & Billing
Generate invoices, NDIS portal claims, and export to Xero, QuickBooks, or MYOB.
AI-Powered Assistant
Create records, ask questions, voice-to-notes, and manage your day through smart chat.
Case Notes & Compliance
Structured case notes tied to shifts and participants. AI-assisted incident reports.
Dashboard & Insights
Track earnings, service types, tasks, and incidents with real-time charts.
Teams & Enterprise
Built for organisations that scale.
Teams & Staff
Organise staff, manage roles and permissions, track timesheets and leave.
Training Register
Track training modules, certifications, and completion records org-wide.
Compliance Hub
Centralised document tracking, expiry alerts, and staff compliance management.
Fleet Management
Vehicles, assignments, service records, inspections, and incident tracking.
Property Management
Properties, inspections, maintenance requests, and WHS tasks.
Reports & Analytics
Custom cross-module reports with filters, CSV and PDF export.
Finances
Invoicing & Finance, simplified.
Stop chasing payments. Get paid faster with full NDIS integration, batch invoicing, and one-click reconciliations.
Batch Invoicing
Generate and send hundreds of invoices to plan managers or participants with a single click.
Accounting Sync
Flawless 2-way sync with Xero, MYOB, and QuickBooks. No more double data entry.
Payment Processing
Accept credit cards instantly via secure Stripe integration right on the invoice link.
NDIS Ready
100% Audit-Proof Compliance.
Protect your practice. Our platform enforces strict NDIS Quality & Safeguards Commission guidelines on every record.
Compliant Templates
Progress notes and incident reports follow strict NDIS structures. Zero risk of audit failure.
Secure Storage
Bank-level encryption (AES-256) and Australian data sovereignty for all participant records.
Expiry Alerts
Automatic dashboard alerts when service agreements, first aid certs, or worker compliance documents expire.
See it in action
Watch KoalaNotes in action
Trusted by care professionals across Australia.
“KoalaNotes took my billing time from 4 hours a Sunday down to 15 minutes. The AI notes are astonishingly accurate to NDIS standards.”
“We onboarded our entire team of 12 support workers in a weekend. The roster, compliance tracking, and timesheets are miles ahead of our old system.”
“The SmartMatch AI for shift cancellations has saved our scheduling team completely. It finds compliance-checked replacements instantly.”
The Beacon Truck —
giving back to the region.
Bhavin Patel, co-founder of KoalaNotes, was named 2025 Tamworth Citizen of the Year for his work in the community. His main initiative is The Beacon Truck, a community-led food, clothing, and connection service supporting individuals across the region.
Every subscription on KoalaNotes contributes to this cause. When you use KoalaNotes, you're not just running your practice. You're helping put food, warmth, and connection where they're needed most.
Read his full story →Learn More
Frequently Asked Questions
Everything you need to know about KoalaNotes, compliance, and AI.
Yes, 100%. KoalaNotes is purpose-built for the NDIS framework. All case note templates, incident report structures, restrictive practice records, and service agreements follow NDIS Quality & Safeguards Commission guidelines. We stay up to date with regulatory changes so you don't have to.
Your data is encrypted both in transit (TLS/SSL) and at rest. We host on secure Australian infrastructure to meet data sovereignty requirements. Access is controlled through individual authenticated accounts, and your participant and business data is never shared with third parties. Regular backups ensure nothing is ever lost.
Absolutely. If you're currently using spreadsheets, ShiftCare, SupportAbility, Brevity, or any other system, we can help you transition smoothly. You can manually enter participants or contact our support team for assisted data migration. We'll make sure nothing falls through the cracks during the switch.
Our AI is powered by advanced language models and is specifically tuned for NDIS terminology, case note writing, and incident reporting. It generates high-quality drafts that save you significant time. Like any AI tool, it's designed to assist your professional judgement, not replace it.
Always. KoalaNotes is designed as an AI-assisted tool, not an autopilot. Every case note, incident report, or record generated by AI should be reviewed by you before finalising. You are the professional. The AI handles the heavy lifting of drafting and formatting, while you ensure accuracy, context, and compliance. Think of it as a very fast first draft that you sign off on.
Yes. KoalaNotes scales from independent support workers running their own practice to enterprise NDIS providers with fleet management, property tracking, and training registers. Our Standard plan is for individuals, and our Team plan covers organisations of any size.
We offer a Standard plan for solo providers and a Team plan for organisations. Both come with affordable per-seat pricing, no hidden fees, and no lock-in contracts. Visit our pricing page for details.
Stop doing admin. Start growing.
Join NDIS professionals across Australia delivering better care through intelligent automation.
Start Your Free TrialNo credit card required · Cancel anytime · Guided setup