The Ideal Tech Stack
A well-rounded tech stack is a game changer when it comes to running an efficient, scalable, and stress-free business. The right tools help streamline operations, automate repetitive tasks, and improve overall efficiency.
The list below breaks down key tech categories that make up a strong operational ecosystem for NDIS providers. Each one plays a critical role in keeping your business running smoothly.
- Business Operations / CRM – The brain of your business operations! Think rostering, billing and Participant data.
- Accounting – Tracking expenses, income, and financial reporting shouldn’t be a headache.
- Payroll Software – Ensuring staff get paid accurately and on time (without the stress).
- HR Software – Keeping track of contracts, compliance, and staff credentials in one place.
- Marketing – Helping you reach the right people, build your brand, and grow your business.
- Spreadsheets – The necessary evil—sometimes, a simple spreadsheet is still the best tool for the job!
CRM: The Glue That Holds Your NDIS Business Together
Type: Business Operations / CRM.
Suitable for: Businesses of all sizes.
Examples: Flow Logic, Astalty & Support Ability.
A CRM system centralises all customer (Participant) related information and interactions. It is essential for managing relationships, coordinating support services, and ensuring compliance with NDIS standards. For NDIS providers, a CRM serves as more than just a customer database. It is a comprehensive case management tool that:
- Stores Participant profiles, including their support needs, care plans, and funding details,
- Manages rostering and scheduling for Support Workers,
- Tracks NDIS financial transactions, including invoicing, billing, and claims processing,
- Ensures compliance with NDIS guidelines, incident tracking, and audit readiness.
Stay on Top of Your Finances (Without the Headaches)
Type: Accounting.
Suitable for: Businesses of all sizes.
Examples: Xero, QuickBooks and MYOB.
While many CRM platforms offer basic invoicing features, having dedicated accounting software is super important, especially if you plan on managing multiple employees, business expenses, and growing various revenue streams.
Accounting software simplifies tracking expenses, managing income, and reconciling accounts, making financial management far more efficient and accurate. Instead of manually inputting transactions, these systems automate financial workflows, saving time and reducing errors.
Many small businesses start off tracking expenses manually using spreadsheets, or handwritten records. While this may work initially, it becomes increasingly time-consuming, prone to human error, and difficult to manage as your business grows.
With modern accounting software, expense tracking is streamlined. Many platforms allow you to simply snap a photo of a receipt, upload it, and categorise it instantly—eliminating the need for excessive data entry and paperwork.
While you may not need full-scale accounting software from the outset, implementing one early will save time, improve accuracy, and make financial reporting effortless as your business develops.
SCHADS Award? Let Payroll Software Do the Heavy Lifting
Type: Payroll Software.
Suitable for: Businesses with four or more employees.
Examples: Employment Hero & Pay Cat.
Payroll software is an essential tool that I couldn't go without. While it may not be necessary in the early stages of a business, it becomes increasingly valuable the more your business grows! Personally, I find that once you have more than four to five staff members, handling payroll manually becomes inefficient and VERY time-consuming.
One of the biggest advantages of payroll software is its ability to automatically interpret industry awards, particularly the SCHADS Award, which is one of the most complex employment frameworks to navigate. Having a system that ensures compliance, calculates correct pay rates, and manages entitlements, ultimately removes the guesswork and significantly reduces the risk of costly errors.
Surprisingly, I still see providers manually processing payroll for 50 to 100 employees, which, in my opinion, introduces too much room for human error, misinterpretation of the award, and potential compliance risks. If left unchecked, these errors can result in significant financial and legal consequences over time.
No More Chasing Paperwork – Let HR Software Do the Work
Type: HR Software.
Suitable for: Businesses with four or more employees.
Examples: Employment Hero & Bamboo HR.
HR software is another important piece of tech for NDIS providers, especially if your CRM or payroll software doesn’t cover everything you need. A good HR system makes it much easier to track things like contracts, position descriptions, and key dates—probation periods, supervisions and performance reviews.
It’s also a lifesaver when it comes to compliance, helping you keep on top of NDIS Worker Screening Checks, First Aid, and any other certifications your team needs.
The last thing you want is to manually chase up expiring credentials, so having automated reminders and a centralised place for staff records makes everything much easier!
Marketing on Autopilot: The Tools That Save You Time
Type: Marketing.
Suitable for: Suitable for businesses of all sizes.
Examples: Mailchimp (Email), Hubspot (Email and Scheduling).
When it comes to marketing, having the right tools in place is essential for building awareness, engaging with Participants, and growing your business. Ideally, your marketing software should streamline social media scheduling, email marketing, and audience engagement, allowing you to focus on delivering quality services while maintaining a strong online presence.
A social media scheduling tool is particularly useful as it enables you to plan and automate content in advance.
Additionally, email marketing plays a crucial role in keeping Participants, families, and stakeholders informed. An email marketing platform allows you to send newsletters, company updates, and important announcements while ensuring recipients have the ability to manage their subscription preferences or opt out if needed.
If you find a tool that handles scheduling content, email management, and more—all in one place—you’ve struck gold!
Love Them or Hate Them, Spreadsheets Just Work
Type: Spreadsheets.
Suitable for: Suitable for businesses of all sizes.
Examples: Microsoft Excel & Google Sheets.
I don’t think we can ever truly escape spreadsheets! They’re often seen as a necessary evil, but the reality is that there are just some tasks that are simply better suited to a spreadsheet than dedicated software.
Personally, I prefer Google Sheets since I’m a Google user—it makes collaboration seamless, allows for real-time updates, and lets you share links to other team members effortlessly. Having live documents stored in the cloud means I can access my files anywhere, anytime, making it an excellent tool for managing my business.
