KoalaNotes vs Brevity Care: Pricing, Features, and Migration Guide

KoalaNotes vs Brevity Care: Which Fits Your Practice?

Brevity Care has been serving Australian NDIS providers since 2011. It's a solid, established platform with a loyal user base. KoalaNotes is the modern, AI-powered alternative that's gaining ground fast. Let's see how they stack up.

Pricing

Brevity charges from $4.49 per client per month on annual billing, with a 7-day free trial. Costs scale with your participant count, which can add up quickly for providers managing 100+ participants.

KoalaNotes uses per-seat pricing (per staff member, not per participant). This means your cost stays predictable regardless of how many participants you manage. The free trial doesn't require a credit card.

For a provider with 10 staff and 80 participants, Brevity could cost $360+/month. KoalaNotes would be significantly less on the Team plan.

Feature Comparison

What Brevity Does Well

• Client record management with detailed history
• Funds tracking and NDIS budget monitoring
• Staff communication with proactive alerts
• Established compliance reporting

Where KoalaNotes Goes Further

• AI-powered case notes from voice or dot points (30 seconds vs 15+ minutes)
• Agentic AI that answers questions about your data and takes actions
• SmartMatch scheduling that auto-fills shifts based on skills and location
• Billing anomaly detection that flags overcharges and wrong NDIS rates
• Lighthouse signals that surface participant and staff risks early
• Instant messaging for secure team communication
• Compliance Hub, fleet management, training register, and property management
• Batch invoicing with Xero, QuickBooks, MYOB, and Stripe integrations

The AI Difference

Brevity is a traditional management platform. Data goes in manually, reports come out.

KoalaNotes uses AI throughout:

• Speak into your phone after a shift and get a formatted, NDIS-compliant case note
• Ask the AI agent questions in plain English and let it take actions across your data
• Shifts auto-fill with the right worker when cancellations happen
• Billing anomalies are caught before you invoice or claim
• Compliance documents get flagged weeks before they expire
• Incident reports pre-populate with the correct NDIS structure

This isn't about replacing professional judgement. It's about eliminating the 2-3 hours of admin that follow every shift.

Who Should Choose What?

Brevity works for providers who prefer a per-client pricing model and need a straightforward management system without AI features.

KoalaNotes works for providers who want to cut admin time dramatically, need enterprise modules beyond basic case management, or are looking for modern AI-powered workflows at a predictable per-seat price.

How to Migrate from Brevity to KoalaNotes

1. Sign up for a free KoalaNotes trial

2. Contact the migration team via the in-app support chat

3. Provide export files from Brevity (CSV or manual data)

4. The KoalaNotes team maps and imports your participants, staff, and documents

5. Run both platforms in parallel for 3-5 days to verify data

6. Switch over fully. Typical timeline: 2-7 days depending on team size.