Registered provider
I run a registered provider
Registers, Support Notes, rostering, invoices, and compliance in one desk — not five logins.
Provider softwareOperations · compliance · audit readiness
NDIS
Administration.
Configurable, Scalable, Complete.
The system that helps NDIS providers run operations, stay compliant, and know their audit readiness — without spreadsheets and disconnected tools. Australian-hosted. One desk for notes, rostering, matrices, invoices, and Audit Ready.
Australian-hosted
Helps evidence Practice Standards
Privacy & security practices
Support note demo participant, worker, NDIS item, AI polish, save — works on phone too.
Start where you are
One next step — not a feature catalogue
Pick the job you are actually buying. Each path has one action.
Audit
I need to know if we are audit-ready
Traffic-light matrices and Audit Ready name the gaps before an assessor asks “show me”.
Compliance walkthroughDay to day
I am drowning in rostering, notes, and invoices
See Schedule, Support Notes that feed timesheets, and NDIS invoices — then book a demo.
See how it worksSelf-managed
I self-manage one plan
Invoices you receive, NDIA claims, and provider payments — a separate edition, not a cut-down provider system.
Self-Managed EditionThe Guardian Desk Suite
Four pillars. One platform.
Built around how registered NDIS providers actually work — Registers & Service Delivery, Provider Systems, Invoicing & Financial, and an Audit Ready assistant that shows where you stand before assessors ask.
Registers & Service Delivery
Participants, workers, plan managers — in three connected registers
This pillar rests on three first-class registers: every participant, every worker, every plan manager. Each record carries its own NDIS compliance matrix, its own documents, and its own service history — and everything is linked, so a Support Note recorded by a worker against a participant flows through to Roster & Timesheets, invoices, and plan-manager statements automatically.
- Participant Register with onboarding, plan period & budget rings
- Worker Register with HR records, screening & qualifications
- Plan Manager Register with compliance tracking
- Support Notes linked through to timesheets & invoices
- Participant Portal invites for families (read-only)
Provider Systems
Compliance is the data model — not a report you scramble to produce
Each participant has a 12-item compliance matrix (onboarding, service agreement, consent, risk assessment, emergency plan, medication/behaviour support, restrictive practices, goals, ID verification, service records, and NDIS plan). Each worker has a 14-item matrix covering screening, training, induction, and vehicle docs.
- Four compliance matrices — participant, worker, plan manager, provider
- Missing-document follow-ups generated automatically
- Expiry tracking and document attachment per item
- SIL Module 5A evidence alongside organisation policies
- Branded PDF / CSV export ready for assessors
Invoicing & Financial
From Support Note to NDIS Tax Invoice — without re-typing anything
Support Notes recorded by workers compile into Roster & Timesheets automatically. Timesheets become NDIS Tax Invoices and Service Reports with one click. Invoices land in the ledger view, get tracked against payments, and can be emailed straight to the right plan manager from the per-participant account statement.
- NDIS Tax Invoice & Service Report generation
- Roster & Timesheets auto-compiled from Support Notes
- SCHADS-aware rates when you need payroll export
- Per-participant account statements with ageing
- Email invoices straight to the plan manager
Audit Ready Assistant
Walk into an audit knowing exactly what’s ready — and what isn’t
Audit Ready rolls up organisation policies, every participant file, and every worker credential into one readiness score. Gap narratives name the missing documents; one click prints the full report or syncs an audit pack to your connected cloud folder.
- Cross-matrix readiness for provider, participants & workers
- Gap narratives that name what auditors will ask for
- Printable Audit Ready report with traffic-light matrices
- Cloud sync of cover, TOC, summary & evidence PDFs
- One readiness score instead of spreadsheet archaeology
Built for the field
Offline when reception drops
No app to download. Guardian Desk runs in the browser on phones, tablets, and computers — keep notes, incidents, and clock actions on the device when reception drops, then sync when you’re back online.
- Works on their device — no separate app
- Offline in the field — outbox syncs when online
- Optional browser GPS clock-in / clock-out
Simple pricing
Plans for every stage
From solo self-managed participants to established multi-site providers — choose the tier that fits your operation.
Sole Trader
$22
/month incl. GST
For Sole Traders, a single worker and getting compliance-ready.
- Up to 1 workers
- Up to 5 participants
- Participant Register & onboarding
- Compliance dashboard & KPI tiles
- Service Notes (Care Notes)
- Care-notes monthly calendar
- Worker timesheets (auto-compiled)
- Shift scheduling & roster
- Offline field ops (PWA sync)
- GPS clock-in / clock-out
- Open shift board & claim
- Worker availability & leave
- NDIS Tax Invoices & Service Reports
- Invoice ledger & account statements
- NDIS Compliance Matrices
- Audit Ready Assistant
- Xero integration
- Cloud Storage
- Maps autocomplete (Google)
- AI care-note assist
- Logo branding on documents
- Full document branding (fonts, colours)
- Custom SMTP (your domain)
- Email support
- Extra worker +$4.40 / mo
- Extra participant +$2.75 / mo
- AI add-on +$5.50 / mo
- Maps add-on +$3.30 / mo
Basic
$49.95
/month incl. GST
For small providers running a single team and getting compliance-ready.
- Up to 3 workers
- Up to 9 participants
- Participant Register & onboarding
- Worker Register & HR records
- Plan Manager Register
- Service Notes (Care Notes)
- Care-notes monthly calendar
- Bulk CSV / Excel export
- NDIS Compliance Matrices
- Governance, Risk & Incidents
- Audit Ready Assistant
- Xero integration
- Cloud Storage
- Maps autocomplete (Google)
- AI care-note assist
- Logo branding on documents
- Full document branding (fonts, colours)
- Email support
- Extra worker +$4.40 / mo
- Extra participant +$2.75 / mo
- AI add-on +$5.50 / mo
- Maps add-on +$3.30 / mo
Advantage
$99
/month incl. GST
For growing NDIS providers who invoice, run a roster, and want compliance automated.
- Up to 8 workers
- Up to 20 participants
- Participant Register & onboarding
- Worker Register & HR records
- Plan Manager Register
- Service Notes (Care Notes)
- Service Agreement wizard
- Care-notes monthly calendar
- Logo branding on documents
- Full document branding (fonts, colours)
- Email support
- Extra worker +$4.40 / mo
- Extra participant +$2.75 / mo
- AI add-on +$5.50 / mo
- Maps add-on +$3.30 / mo
Premium
$165
/month incl. GST
For established providers ready to integrate with their accounting and document stack.
- Up to 20 workers
- Up to 50 participants
- Participant Register & onboarding
- Worker Register & HR records
- Plan Manager Register
- Compliance dashboard & KPI tiles
- Participant (client) portal
- Multiple sites / branches
- Service Notes (Care Notes)
- Service Agreement wizard
- Care-notes monthly calendar
- Worker timesheets (auto-compiled)
- SCHADS award payroll (rates, penalties, export)
- Shift scheduling & roster
- Offline field ops (PWA sync)
- GPS clock-in / clock-out
- Open shift board & claim
- Participant satisfaction surveys
- Worker availability & leave
- Bulk CSV / Excel export
- Custom assessment & intake forms
- NDIS Tax Invoices & Service Reports
- Invoice ledger & account statements
- Auto follow-ups for unpaid invoices
- NDIS Compliance Matrices
- Governance, Risk & Incidents
- Audit Ready Assistant
- SIL & registration (Module 5A)
- Document library & template engine
- Full activity audit log
- Data retention & archive policy
- Xero integration
- Cloud Storage
- Maps autocomplete (Google)
- AI care-note assist
- Logo branding on documents
- Full document branding (fonts, colours)
- Custom SMTP (your domain)
- SMS notifications (workers & participants)
- REST API & webhook access
- Email support
- Priority support
- SOAP case notes, goals, outcomes & capacity building
- Clinical reports from selected note sections
- Required clinical document checklist & create
- Voice dictation and session recording
- Extra worker +$4.40 / mo
- Extra participant +$2.75 / mo
Clinical Practitioners
$66
/month incl. GST
Clinical & behaviour practice: SOAP sessions on the roster, plus participant and worker registers, invoices, and compliance
- Practitioner
- Participant Register & onboarding
- Worker Register & HR records
- Plan Manager Register
- Compliance dashboard & KPI tiles
- Participant (client) portal
- Multiple sites / branches
- Service Notes (Care Notes)
- Service Agreement wizard
- Care-notes monthly calendar
- Worker timesheets (auto-compiled)
- SCHADS award payroll (rates, penalties, export)
- Shift scheduling & roster
- Offline field ops (PWA sync)
- GPS clock-in / clock-out
- Open shift board & claim
- Participant satisfaction surveys
- Worker availability & leave
- Bulk CSV / Excel export
- Custom assessment & intake forms
- NDIS Tax Invoices & Service Reports
- Invoice ledger & account statements
- Auto follow-ups for unpaid invoices
- NDIS Compliance Matrices
- Governance, Risk & Incidents
- Audit Ready Assistant
- SIL & registration (Module 5A)
- Document library & template engine
- Full activity audit log
- Data retention & archive policy
- Xero integration
- Cloud Storage
- Maps autocomplete (Google)
- AI care-note assist
- Logo branding on documents
- Full document branding (fonts, colours)
- Custom SMTP (your domain)
- SMS notifications (workers & participants)
- REST API & webhook access
- Email support
- Priority support
- SOAP case notes, goals, outcomes & capacity building
- Clinical reports from selected note sections
- Required clinical document checklist & create
- Voice dictation and session recording
- Extra worker +$4.40 / mo
- Extra participant +$2.75 / mo
Self-Managed
$33
/month incl. GST
One participant: you. Track supports, provider invoices, and payment submissions.
- 1 participant — you
- Receive invoice — log the tax invoice and attach the PDF
- Agree & approve — confirm amounts before claiming
- Submit to NDIA — record claim reference from myplace
- Pay provider — use bank details on the support worker card
All prices in AUD, billed monthly, GST included. Compare plans in detail.
Self-Managed Edition
Invoices in. NDIA claims. Support workers paid.
A$33/month for one participant: you. Register provider tax invoices, store support-worker bank details, record NDIA claim references, and pay providers after reimbursement — a focused app, not a provider system with pieces removed.
- Provider invoice register with PDF attachments
- Five-step money & claims workflow
- Support worker ABN and bank cards
- NDIA claim guide built in
- Your bank details for reimbursements
Compliance is built in, not bolted on
Four compliance matrices. 73 document types.
73 document types (49 editable templates)
Guardian Desk tracks the documents NDIS auditors actually look for — at the participant level, the worker level, the plan-manager level, and the provider organisation level. The compliance matrices cover 53 evidence slots; the document library ships with 49 editable templates you can tailor clause by clause. Each item has an expiry. Each missing item creates a follow-up. Nothing falls through the cracks.
Participant Compliance Matrix
Twelve documents per participant — including behaviour support, restrictive practices, ID verification, service records, and NDIS plan — with “if applicable” items you can mark N/A.
- 12 evidence slots per participant
- Traffic-light status at a glance
- Mark N/A for if-applicable items
- Expiry tracking & document upload per cell
Worker Compliance Matrix
Fourteen items per worker: NDIS screening, police check, WWCC, first aid, CPR, manual handling, infection control, medication admin, induction, driver licence, vehicle rego/insurance, other insurance, and employment agreement.
- 14 items from screening through vehicle docs
- NDIS screening, Police Check & WWCC
- Training, induction & employment agreement
- Cert expiry alerts before they lapse
Plan Manager & Provider Matrices
Three documents per plan manager plus a provider matrix for organisation policies, registration, and insurance auditors expect at provider level.
- 3 documents per plan manager
- Provider organisation policy matrix
- Registration & insurance evidence
- Same traffic-light pattern as participants
Governance, Risk & Incidents
Incident Reports (with Investigation status), Complaint Management, and Risk & Quality records — built around NDIS Quality and Safeguards Commission expectations.
- Incidents with Investigation status
- Complaints intake to resolution
- Risk & quality register
- Dashboard RAG tiles for open items
Auto follow-ups
Missing a document? Guardian Desk creates a follow-up automatically. Pending tasks are grouped by Overdue / Due this week / Due later with one-click complete, snooze, or cancel.
- Auto-created from document-type rules
- Grouped by urgency
- Complete, snooze, or cancel in one click
- Surfaces on the compliance dashboard
Compliance dashboard
Single-glance dashboard with Support Notes this month, schedule clock status, open incidents (red if any are open), follow-ups due soon, and the live state of every register. RAG tiles surface anything that needs attention.
- Support Notes & schedule clock status
- Open incidents highlighted in red
- Follow-ups due soon widget
- Live state of every register
See it in action
The screens you'll actually use
Play each screen in light or dark theme — paced demos with cursor, clicks, and typing. Rostering, compliance, invoices, and the Audit Ready pack are all covered.
Core features
Everything an NDIS provider actually needs
No more juggling spreadsheets, shared inboxes, and three different apps. Guardian Desk consolidates the operational work of running a registered NDIS provider into a single, coherent system — more an operating system for your organisation than a group of programs.
See full feature listSupport Notes
Workers record Support Notes against every participant interaction — date, time, narrative, outcome. Five colour-coded programmable shortcut buttons for daily templates, plus one-tap AI that polishes grammar and wording before saving. Notes flow into Roster & Timesheets, invoices, and service reports automatically.
Service Agreement wizard
Template-driven Service Agreement builder including the full Schedule of Supports line-item editor. Branded PDF output, ready for participant or plan-manager signature.
Schedule
Calendar view with worker avatar colours per day. Click any day for a 24-hour breakdown of every booking — instant coverage view, fast gap-spotting.
NDIS Tax Invoices & Service Reports
One-click invoice and service report generation from logged Support Notes. Branded with your logo, banking details, and ABN. Email straight to the participant or plan manager.
Roster & Timesheets, auto-compiled
Roster week board plus payroll timesheets built from Support Notes and manual billable entries. Hours per worker per participant per week, billable totals ready for payroll.
Xero & Dropbox integrations
OAuth 2.0 connection to Xero so invoices land in your accounting system automatically. OAuth 2.0 connection to Dropbox so filed documents mirror to your cloud storage.
Audit Ready Assistant
One readiness view across organisation policies, participant files, and worker credentials. Gap narratives name what’s missing; print the full report or sync a cover, TOC, summary, and evidence PDFs to your connected cloud folder.
What changes if you switch
The same work, without the scramble
We do not invent customer quotes. This is the product path — what you stop doing, and what the desk does instead.
Before an audit
Shared drive named “Audit 2024”. Someone paints a spreadsheet green the week before.
After: Four live matrices and Audit Ready name expired screening, missing participant files, and policy gaps — with a printable or cloud pack.
Audit prep guideNotes, hours, invoices
Care notes in Word. Hours in Excel. Invoices re-typed in a third app.
After: A Support Note feeds Roster & Timesheets and an NDIS tax invoice. SCHADS-aware rates. Xero sync on higher tiers.
See the pathWorker checks
Expired WWCC found when a shift is already covered.
After: Worker matrix stores screening and tickets with expiry. Follow-ups fire before the date, not after.
Compliance checklistFrequently asked
Common questions about Guardian Desk
What is Guardian Desk?
Guardian Desk is the system that helps NDIS providers run operations, stay compliant, and know their audit readiness — without spreadsheets and disconnected tools.
It’s built on four pillars — Registers & Service Delivery, Provider Systems, Invoicing & Financial, and Audit Ready. Three connected registers — Participants, Workers, and Plan Managers — sit at the heart of service delivery, with compliance, Support Notes, Service Agreements, Roster & Timesheets, NDIS Tax Invoices, account statements, and follow-ups running from those records.
What does Guardian Desk actually do day-to-day?
- Roster visits on the Schedule — multi-worker and multi-participant in one calendar.
- Workers log Support Notes against participants; notes feed Roster & Timesheets and NDIS Tax Invoices.
- Schedule shows who is booked, clocked in, and (optionally) where.
- Compliance matrices flag missing documents; Audit Ready scores organisation-wide readiness.
- The Service Agreement wizard builds branded PDFs; statements and invoices email to the right plan manager.
It’s the operational plumbing of a small or growing NDIS provider, in one tool.
Which compliance documents does Guardian Desk track?
Four compliance matrices track evidence across your organisation. Each item supports expiry dates, N/A for conditional items, and document attachment.
12 Per participant
- Onboarding
- Service Agreement
- Risk Assessment
- Consent
- Emergency Plan
- Medication / Behaviour
- Behaviour Support
- Restrictive Practices
- Goals
- ID Verification
- Service Records
- NDIS Plan
14 Per worker
- NDIS Screening
- Police Check
- WWCC
- First Aid
- CPR
- Manual Handling
- Infection Control
- Medication Admin
- Induction
- Driver Licence
- Vehicle Rego
- Vehicle Insurance
- Other Insurance
- Employment Agreement
3 Per plan manager
- Service Agreement
- NDIS Registration
- ABN
16 Provider organisation
- Registration
- Liability / indemnity insurance
- WHS
- Privacy
- Medication
- Incident
- Complaints
- Restrictive practices
- Emergency
- Quality
- Code of conduct
- Workforce
- Training policies
- SIL Module 5A
- SIL Operations
See the NDIS Compliance page for the full matrix breakdown and editable document templates.
Does Guardian Desk include rostering and scheduling?
Yes. Schedule is a full rostering calendar for NDIS visits — book workers against participants, see the day timeline, and review the visit log with support type and location.
- Multi-worker scheduling — several workers on the same day, colour-coded on the timeline
- Multi-participant rostering — assign visits across your participant register from one calendar
- Clock-in / GPS — clock in/out on scheduled visits with optional GPS stamps
- Roster & Timesheets — week roster board plus payroll timesheets compiled from Support Notes and shifts
- Availability — workers record leave/unavailability; rostering warns on clashes
What is Audit Ready?
Audit Ready is an organisation-wide readiness report across your provider policies, every participant file, and every worker credential — aligned to your NDIS compliance matrices.
- Traffic-light scores and gap narratives per register
- Printable full report for auditors
- Optional cloud audit-pack sync
It answers “are we ready for an audit?” without spreadsheet hunting.
Does Guardian Desk support multi-site providers?
Yes. Multi-site / multi-branch lets you run more than one location under a single company account — shared workers and participants where you allow it, with site-aware rostering and records.
Higher tiers unlock multi-site capacity; see Pricing for what each plan includes.
What is the SCHADS Award, and how does Guardian Desk use it?
SCHADS is the Social, Community, Home Care and Disability Services Industry Award — the Fair Work award that sets minimum pay rates, penalties, and classifications for most disability support workers in Australia.
Guardian Desk can store each worker’s SCHADS level and pay point, apply award minimum rates and penalty splits on timesheets, preview schedule cost, and export payroll-ready figures — so rostering and pay stay aligned with the award instead of a spreadsheet guess.
What integrations are available?
- Xero — accounting sync; invoices flow through automatically via OAuth.
- Dropbox — document sync; filed documents mirror to your Dropbox via OAuth.
Both integrations are included on the Premium tier.
Can self-managed participants use Guardian Desk?
Yes. The Self-Managed Edition is A$33/month inc. GST and covers one participant — you.
- Log supports you receive
- Track provider invoices and receipts
- Prepare claim batches for the NDIA portal
- Keep your plan documents organised
Under current NDIS guidelines, the subscription may be claimable against your plan funding — confirm with your LAC or plan manager.
How is Guardian Desk different from spreadsheets and disconnected tools?
A Support Note becomes labour and an NDIS invoice. A missing or expired document becomes a follow-up on a traffic-light matrix. Audit Ready names gaps before you rebuild a folder the week of an audit.
That join is the product — not another feature list. See Compare and the small-provider guide.
What is the best NDIS software in Australia?
The best fit depends on the job you are buying. If you need rostering only, compare rostering tools. If you need operations, compliance evidence, and audit readiness in one Australian-hosted desk, Guardian Desk is built for that.
Start on the comparison hub, then take a free trial.
How do I compare Guardian Desk with ShiftCare, Lumary, or CareMaster?
Open the Compare hub. Each page states who the other platform often suits and what Guardian Desk actually does. We do not invent competitor prices — confirm those on their current websites.
Is Guardian Desk affiliated with the NDIA?
No. Guardian Desk Pty Ltd is an independent Australian software company.
NDIS is a registered trademark of the National Disability Insurance Scheme. We build software aligned with NDIS requirements but are not affiliated with the NDIA.
Ready when you are
Start your free Guardian Desk trial
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