Best NDIS Software for Sole Traders in 2026

Running Solo? Here's What to Look For

Being an independent NDIS support worker means wearing every hat: practitioner, scheduler, invoicer, compliance officer, and business owner. The right software can take three of those hats off your head.

Here's what actually matters when you're choosing NDIS software as a sole trader.

What Sole Traders Actually Need

Forget the 50-feature checklists. As a solo provider, your priorities are:

• Fast case notes so you're not spending your evenings typing
• Simple invoicing that generates NDIS-compliant invoices and sends them
• Scheduling that keeps your week organised without a separate calendar app
• Compliance tracking so your first aid cert, NDIS Worker Screening, and insurance don't lapse
• Affordable pricing because you don't have enterprise margins

Top Options for 2026

KoalaNotes

Built specifically for Australian NDIS providers, starting from solo practitioners. The Standard plan includes AI case notes (speak and it writes), invoicing with Xero/MYOB/QuickBooks integration, scheduling, participant management, and compliance tracking. The AI features alone save most providers 1-2 hours per day on admin.

Best for: Solo providers who want AI-powered efficiency and modern UX.

Pricing: Affordable per-seat pricing with free trial, no credit card required.

ShiftCare

One of the larger NDIS platforms. Starts at $8/staff/month on annual billing. Good scheduling and care management features, though the interface can feel complex for a solo operation.

Best for: Providers who want a widely-used platform.

Pricing: From $8/month billed annually.

Caretaskr

Offers a free plan for sole traders and small teams. Basic features cover scheduling, client management, and invoicing.

Best for: Providers on an extremely tight budget who need bare-bones functionality.

Pricing: Free tier available.

Brevity Care

Per-client pricing starting at $4.49/client/month. Solid record management but no AI features.

Best for: Providers who prefer per-client pricing.

Pricing: From $4.49/client/month.

Our Recommendation

If you're just starting out and budget is your main concern, try Caretaskr's free tier or KoalaNotes' free trial.

If you want to work smarter and cut your admin time in half from day one, KoalaNotes is the strongest option for sole traders. The AI case notes alone pay for the subscription in time saved within the first week.

Tips for Choosing

• Always try the free trial before committing
• Check that invoicing integrates with your accounting software
• Make sure the mobile experience is good because you'll use it between shifts
• Look for NDIS-specific templates, not generic healthcare forms
• Check whether support is Australian-based and responsive