NDIS Software for Sole Traders
- Free invoice generator
- Full 2026-27 price guide
- Prices checked 23 Oct 2026
What an NDIS sole trader actually needs
Working alone, you are the support worker, the rostering office and the accounts team. The software that helps most is the one that stops the jobs a plan manager or auditor would reject: the wrong item number, a price above the limit, a missing note or an expired screening check.
| Job | Why it matters | Free option | In Rostery |
|---|---|---|---|
| Invoicing | Plan managers reject invoices with the wrong item, date or price | NDIS invoice generator | Invoices made from completed shifts |
| Price limits | Each day and time of day has its own item and maximum | Price guide and shift calculator | Applied to every shift |
| Travel | Travel time has caps by area and its own claim rules | Travel calculator | Travel and kilometres on the shift |
| Notes and records | Evidence that the support happened, kept for audits | A notes app or paper | Progress notes in the worker app |
| Your checks | An expired screening check means you cannot work | A calendar reminder | Document expiry tracking |
| Claims (registered) | NDIA-managed participants are claimed through the provider portal | Claim file checker | Validated bulk upload file |
| Tax and BAS | Income, GST status and super for yourself | Your accounting software | Invoices sent to Xero or QuickBooks |
Registered or unregistered: who you invoice
- Plan-managed participants: you invoice their plan manager. Registered and unregistered providers can both do this, and the price limits apply.
- Self-managed participants: you invoice the participant. The price limits do not apply, so the price is whatever you agree.
- NDIA-managed participants: only registered providers can support them, and you claim from the NDIA through the provider portal, one at a time or with a bulk upload file.
Either way, every line needs the support item number, the date, the hours or quantity and a price no higher than the limit for that time of day, and a service agreement with each participant should say what you will charge for, including travel and cancellations.
What NDIS software costs a sole trader in 2026
Prices from each vendor’s pricing page, checked on 23 October 2026, for one person working alone. Minimums matter more than the headline price when you are a team of one.
| Product | How it charges | Cost for one person |
|---|---|---|
| Rostery free tools | Free, no account | $0 |
| Brevity Lite | Per client, 10-client minimum | $44.90 a month on annual billing, $49.90 monthly, excl. GST |
| ShiftCare Basic | Per user, 5-user minimum | $40 a month on annual billing, $45 monthly, excl. GST |
| Astalty | Per user, no minimum | $64 a month, or $640 a year, incl. GST |
| CareMaster Essential | Per user, 5-user minimum, 12-month licence | $80 a month excl. GST, plus hosting if it applies |
| Rostery Starter | Flat, up to 25 participants and 15 staff | $199 a month, or $166 a month billed yearly, excl. GST |
When Rostery is worth it for a sole trader
While you work alone with a few participants, the free tools or a low per-user plan will cost less than Rostery. Rostery’s flat price starts to make sense when one of these is true:
- You are registered and claim for NDIA-managed participants, so you need a bulk claim file that passes first time.
- Your caseload is growing towards 10 or more participants and invoicing is taking an evening a week.
- You plan to take on staff. The Starter plan covers up to 15 workers with rostering, the worker app and SCHADS pay built in, so you will not need to switch systems when you hire.
If you are a small team already, see NDIS software for providers for everything Rostery does, and check your numbers with the roster cost estimator.
Pricing
Simple monthly plans, priced by size
Starter covers up to 25 participants and 15 staff, with rostering, the worker app, SCHADS pay, invoicing and claim files included: enough room to grow from sole trader to a small team.
For new and small providers finding their feet
$199 /month
AUD excl. GST · $166/month billed yearly
- ✓Up to 25 active participants
- ✓Up to 15 staff accounts
- ✓1 branch / location
- ✓NDIS price book (2025-26 official catalogue)
For established providers scaling their operation
$499 /month
AUD excl. GST · $416/month billed yearly
- ✓Up to 75 active participants
- ✓Unlimited staff accounts
- ✓Up to 3 branches
- ✓NDIS price book (2025-26 official catalogue)
For multi-site providers and larger teams
$999 /month
AUD excl. GST · $833/month billed yearly
- ✓Up to 200 active participants
- ✓Unlimited staff accounts
- ✓Up to 10 branches
- ✓NDIS price book (2025-26 official catalogue)
For groups, franchises and multi-entity providers
$0 /month
AUD excl. GST · $0/month billed yearly
- ✓Unlimited participants
- ✓Unlimited staff accounts
- ✓Unlimited branches
- ✓NDIS price book (2025-26 official catalogue)
Prices in AUD, excluding GST. Compare every plan in full.
Questions people ask
What software does an NDIS sole trader need?
Four things: a way to invoice at the right support item number and price limit, somewhere to keep progress notes and service records, reminders before your worker screening check and other documents expire, and, if you are a registered provider claiming for NDIA-managed participants, a bulk claim file. Tax and BAS are handled by accounting software such as Xero or QuickBooks.
Can an unregistered sole trader use NDIS software?
Yes. Unregistered providers can support plan-managed and self-managed participants, so they invoice the plan manager or the participant rather than claiming from the NDIA. Only registered providers can deliver supports to NDIA-managed participants and claim through the provider portal.
Do NDIS price limits apply to sole traders?
They apply to supports paid from NDIA-managed and plan-managed funding, whoever delivers them. Self-managed participants are not bound by the price limits and can agree a different price with you.
Do sole traders need SCHADS Award software?
Not for your own work. A sole trader is not an employee, so the SCHADS Award does not set your pay. Award interpretation matters once you employ support workers, which is when software like Rostery starts to save real time.
Is there free NDIS software for sole traders?
Rostery’s free tools need no account: an NDIS invoice generator, the full 2026-27 price guide with every item number, a shift price calculator, a travel calculator and a bulk claim file checker. Rostery itself is a paid system for providers with a caseload or a team.
Growing beyond a sole trader?
Book a demo and we’ll show you how invoices, notes and claims work in Rostery, on your own participants.