Pricing
Plans built for every stage of your NDIS journey
Transparent pricing. No hidden fees. Cancel anytime. Australian-hosted with all data ownership remaining with you.
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. 28-day free trial on every plan — no credit card required.
Add extras to any plan
Over your tier limit, or want AI & Maps? Add à la carte.
+ $4.40
per extra worker / mo
+ $2.75
per extra participant / mo
+ $5.50
AI add-on / mo
(1 per company)
(1 per company)
+ $3.30
Maps add-on / mo
(1 per company)
(1 per company)
All extras inc. GST. Add or remove anytime — pro-rated on your next invoice. From 1 October 2026, no card surcharges — the price you see is the price you pay (RBA reform).
* NDIS funding note for self-managed and plan-managed participants.
Under current NDIS guidelines, software subscriptions used to administer your NDIS plan
(including budget tracking, invoice management, and record-keeping) may be claimable
against your plan funding — typically against Improved Life Choices, Capacity Building –
Plan Management, or Core Supports depending on your plan structure. Confirm eligibility
with your plan manager, support coordinator, or Local Area Coordinator (LAC) before
subscribing. Guardian Desk Pty Ltd does not guarantee NDIS funding eligibility.
Feature breakdown
What's in each plan
Twenty features compared across the three provider tiers. Tap any row for the detail.
Registers & dashboard
Participant Register & onboarding
✓
✓
✓
✓
✓
Full participant register with onboarding, profiles, NDIS numbers, and support plans.
Worker Register & HR records
—
✓
✓
✓
✓
Worker roster with HR records, qualifications, compliance documents, and role assignments.
Plan Manager Register
—
✓
✓
✓
✓
Register of plan managers linked to your participants for invoicing and coordination.
Compliance dashboard & KPI tiles
✓
—
—
✓
✓
At-a-glance KPI tiles showing overdue items, expiring documents, and audit readiness.
Participant (client) portal
—
—
—
✓
✓
Dedicated login portal for participants to view their service history and documents.
Multiple sites / branches
—
—
—
✓
✓
Manage multiple locations or branches under a single company account.
Service delivery
Service Notes (Care Notes)
✓
✓
✓
✓
✓
Structured care notes (service records) with NDIS line items, times, and participant linkage.
Service Agreement wizard
—
—
✓
✓
✓
Guided wizard to build Schedule of Supports and service agreements from your catalogue.
Care-notes monthly calendar
✓
✓
✓
✓
✓
Monthly calendar view of submitted care notes for roster review and gap spotting.
Worker timesheets (auto-compiled)
✓
—
—
✓
✓
Timesheets compiled automatically from submitted care notes and shift data.
SCHADS award payroll (rates, penalties, export)
—
—
—
✓
✓
SCHADS Award minimum rates, penalty splits on timesheets, schedule cost preview, and payroll export.
Shift scheduling & roster
✓
—
—
✓
✓
Rostering and shift scheduling for workers across participants and locations.
Offline field ops (PWA sync)
✓
—
—
✓
✓
Installable PWA with offline outbox — start shifts, write support notes and incidents without reception; sync when back online.
GPS clock-in / clock-out
✓
—
—
✓
✓
Start/end shift clock with optional browser GPS stamps for attendance proof.
Open shift board & claim
✓
—
—
✓
✓
Broadcast open shifts to eligible workers so they can claim available hours.
Participant satisfaction surveys
—
—
—
✓
✓
Participant satisfaction (happy calls) surveys and sentiment tracking.
Worker availability & leave
✓
—
—
✓
✓
Workers record leave/unavailability; rostering warns when bookings overlap.
Bulk CSV / Excel export
—
✓
—
✓
✓
Export records in bulk to CSV or Excel for reporting and compliance.
Custom assessment & intake forms
—
—
—
✓
✓
Build custom assessment, intake, and consent forms for your organisation.
Billing
NDIS Tax Invoices & Service Reports
✓
—
—
✓
✓
Generate NDIS-compliant tax invoices and service reports from care notes.
Invoice ledger & account statements
✓
—
—
✓
✓
Ledger of all invoices with balances, payments, and printable account statements.
Auto follow-ups for unpaid invoices
—
—
—
✓
✓
Automated reminders for unpaid invoices so nothing slips through.
Compliance
NDIS Compliance Matrices
✓
✓
—
✓
✓
Participant and worker compliance matrices tracking mandatory checks and expiries.
Governance, Risk & Incidents
—
✓
—
✓
✓
Governance register, risk assessments, and incident logging for audit trails.
Audit Ready Assistant
✓
✓
—
✓
✓
Cross-matrix readiness scores, gap narratives, printable report, and cloud audit pack sync.
SIL & registration (Module 5A)
—
—
—
✓
✓
NDIS registration groups, Commission conditions, Module 5A SIL evidence checklist, and SIL site roster tracking.
Document library & template engine
—
—
—
✓
✓
Template library with merge fields — generate branded PDFs from participant data.
Full activity audit log
—
—
—
✓
✓
Full activity audit trail — who changed what, when, and from where.
Data retention & archive policy
—
—
—
✓
✓
Configurable data retention schedules and archive policies for compliance.
Integrations & branding
Xero integration
✓
✓
—
✓
✓
Push invoices and contacts to Xero to keep your books in sync.
Cloud Storage
✓
✓
—
✓
✓
Mirror generated documents to Google Drive, OneDrive, Dropbox, or iCloud. Enable one or more providers per organisation.
Maps autocomplete (Google)
✓
✓
—
✓
✓
Google Maps address autocomplete on participant and service-location fields.
AI care-note assist
✓
✓
—
✓
✓
AI-assisted drafting for care notes — speeds up narrative entry while you stay in control.
Logo branding on documents
✓
✓
✓
✓
✓
Your logo on generated documents and PDF exports.
Full document branding (fonts, colours)
✓
✓
✓
✓
✓
Custom fonts, colours, and letterhead across all document templates.
Custom SMTP (your domain)
✓
—
—
✓
✓
Send system emails from your own domain via custom SMTP settings.
SMS notifications (workers & participants)
—
—
—
✓
✓
Send automated SMS alerts to workers and participants for appointments and updates.
REST API & webhook access
—
—
—
✓
✓
REST API and webhook access for integrating Guardian Desk with other systems.
Support
Email support
✓
✓
✓
✓
✓
Email support from the Guardian Desk team during business hours.
Priority support
—
—
—
✓
✓
Priority response times and direct escalation for urgent issues.
Behaviour Practitioners
SOAP case notes, goals, outcomes & capacity building
—
—
—
✓
✓
SOAP-structured clinical case notes with capacity-building focus, linked goals, and session outcomes.
Clinical reports from selected note sections
—
—
—
✓
✓
Build branded reports from selected SOAP sections, capacity-building notes, outcomes, and goals.
Required clinical document checklist & create
—
—
—
✓
✓
Per-participant checklist of required psychology and counselling documents, with create from templates.
Voice dictation and session recording
—
—
—
✓
✓
Voice dictation into SOAP fields and optional session audio recording on the clinical note.
Not sure which tier fits? Talk to us — we’ll look at your operation size, audit timeline, and growth plans, and recommend the right tier honestly. NFPs receive a discount on production of their ACNC registration.
Common questions
Pricing FAQ
Do you offer a free trial?
Yes. Every plan starts with a 28-day free trial. No credit card required, full feature access, and your data stays yours if you don't continue.
What happens if I cancel?
You can cancel anytime. We give you 30 days to export your data in standard formats (PDF, CSV, JSON). After that, your tenant is permanently deleted.
Is the price per user or per organisation?
Provider tiers are priced per organisation with included user counts (5 / 25 / unlimited). The Self-Managed Edition is per participant.
Do you offer discounts for not-for-profits?
Yes — registered charities and not-for-profit providers receive a discount. Contact sales with your ACNC registration details.
What's included in onboarding?
Every plan includes a guided setup session. Advantage and Premium plans include data migration assistance. Premium customers also get bespoke configuration and training.
Is Audit Ready included?
Audit Ready Assistant is a plan option in the comparison matrix (Compliance). Plans that already include governance or NDIS compliance matrices get it enabled by default; otherwise it can be switched on for that plan in Admin → Commerce. In the app it is controlled by the Audit register & Audit Ready permission, with a separate toggle for cloud audit-pack sync.
Do you send SMS alerts?
Not today. Shift and roster alerts go by email and in-app notification. SMS is reserved on the feature matrix for a later release — it is not a live automated product yet.
Does it work offline? What about GPS clock-in?
Plans that include Offline field ops (PWA sync) let workers install Guardian Desk to the home screen and keep support notes, incidents, and clock actions in an outbox when reception drops — they sync when back online. GPS clock-in / clock-out is an optional browser location stamp on the shift, not a separate native app. See the comparison matrix for which tiers include these features.