KoalaNotes vs ShiftCare: Which NDIS Software is Right for You?

Choosing Between KoalaNotes and ShiftCare

If you're an NDIS provider in Australia looking for practice management software, ShiftCare and KoalaNotes are two platforms you've probably come across. Both offer rostering, case management, and invoicing, but they take very different approaches to how they serve providers.

This guide breaks down where each platform shines so you can make the right call for your practice.

Pricing

ShiftCare starts at $8 per staff member per month on their annual plan. That covers core scheduling, care management, and their mobile app. More advanced features like HR tools and custom forms sit behind higher tiers.

KoalaNotes offers a Standard plan for independent support workers and a Team plan for organisations. Both include AI features at no extra charge. There are no per-module fees, and you get a free trial without entering credit card details.

For solo providers, KoalaNotes tends to work out significantly cheaper. For teams of 20+, KoalaNotes offers custom enterprise pricing that typically comes in at around half the annual cost of equivalent ShiftCare setups.

AI Capabilities

This is where the two platforms diverge most. ShiftCare has recently introduced SmartMatch for shift filling and voice-to-text note taking.

KoalaNotes was built AI-first. Every plan includes:

• AI case note generation from voice recordings or dot points
• Smart scheduling that matches workers by skills, location, and compliance status
• AI-assisted incident reports that pre-fill NDIS-compliant structures
• Intelligent compliance alerts that flag expiring documents before they become a problem

ShiftCare's AI features are solid but sit as add-ons to an existing system. KoalaNotes was architected around AI from the ground up.

Rostering and Scheduling

Both platforms handle shift scheduling well. ShiftCare's scheduler is mature and battle-tested across thousands of providers. It supports recurring shifts, availability management, and shift broadcasting.

KoalaNotes matches this core functionality and adds AI-powered SmartMatch, which automatically identifies the best-fit worker for any shift based on qualifications, proximity, availability, and cost. When a shift cancels at 2am, the system handles replacement without anyone picking up a phone.

Case Notes and Documentation

ShiftCare provides standard progress note templates and allows custom forms.

KoalaNotes generates structured, NDIS-compliant case notes from voice input or brief dot points in under 30 seconds. The AI understands NDIS terminology and formats notes to meet Quality & Safeguards Commission standards. You review and approve before saving.

Enterprise Features

ShiftCare is primarily built for rostering and care management. It handles HR basics but doesn't extend far beyond that.

KoalaNotes includes a full enterprise suite at the team level:

• Fleet management with vehicle tracking, service logs, and compliance
• Training register for staff certifications and mandatory training
• Property management for SIL and group home providers
• Compliance hub with centralised document tracking
• Custom reporting with exportable data across all modules

Invoicing

Both platforms offer NDIS invoicing and accounting integrations. ShiftCare connects with Xero and MYOB. KoalaNotes integrates with Xero, QuickBooks, MYOB, and Stripe, and offers batch invoicing for generating hundreds of invoices in a single click.

Who Should Choose What?

Choose ShiftCare if you're a large, established provider who primarily needs rostering and shift management, and your team is already trained on the platform.

Choose KoalaNotes if you want AI-first practice management, you're an independent provider or growing team looking for a modern platform, or you need enterprise features like fleet and property management without paying enterprise prices.

Migration

Switching platforms can feel daunting. KoalaNotes offers dedicated migration support that moves your participants, staff, rosters, and documents in 2 to 7 days depending on team size. Zero downtime. Hands-on guidance from day one.

The Bottom Line

ShiftCare is a well-established platform with a strong track record. KoalaNotes is the newer, AI-native alternative that packs more features at a lower price point. If you're starting fresh or ready for a modern upgrade, KoalaNotes is worth a serious look.