Carepilot, the free NDIS business system | 30+ Tools | Provider Scale
Carepilot is free forever, no card, no tiers, no catch. Get started →
Carepilot (Free) NDIS Growth NDIS Registration About Testimonials Contact Log in Get free access →
For Australian NDIS providers

The NDIS operating system that runs your business. Free.

Unlimited users No tiers No upsells Complete free, forever

CarePilot replaces 30+ tools with one workspace built for NDIS providers. Capture leads, match workers, run rosters, sign agreements, and stay audit-ready, without paying $200/month for software.

Start free in 90 seconds Watch a 2-min tour
No credit card No trial expiry Australian-hosted on Supabase
30+
Tools in one
1-click
Import from any app
$0
Monthly fee
∞
Users included
Lead → Booked
47% ▲ 18 pts
Speed-to-lead alerts under 2 min
Monthly billable
$28.4k +$16.7k
Replaces a $500+/mo stack
Includes Lead pipeline Smart worker matching Rostering & broadcasts SCHADS-aware payroll PRODA claims Case notes Audit-readiness Family portal Worker mobile app
100% FREE · FOREVER

Everything you need to run your NDIS business, free.

Grow your participant base. Manage your workers, shifts, and invoicing. Stay audit-ready with built-in compliance. No payment details. No trial period. No catch.

  • $0 forever. Not a trial, not freemium
  • No credit card required to sign up
  • No tiers, no upsells. Every feature unlocked
  • No data lock-in. Export anything, anytime
Grow
Lead pipeline, intake widget, speed-to-lead alerts, coordinator CRM, public profile.
12 tools
Manage
Worker matching, scheduling, multi-pax shifts, NDIS invoicing, Xero sync.
14 tools
Stay compliant
Case notes, incidents register, restrictive practices, staff training tracker.
8 tools
All 30+ tools included from day one
Pipeline CRM Worker matching Scheduling NDIS invoicing Intake widget Speed-to-lead Coordinator CRM Case notes Incidents register Restrictive practices Xero sync Stripe payments Calendar sync Team accounts Worker app Multi-pax shifts Reporting Source attribution Public profile SMS automation Email templates Staff training + 8 more
Australian-hosted · Privacy Act compliant 1,247 NDIS providers using it
Get free access · 30 seconds

Create your free Carepilot account

No payment details. No trial. No upsells. Already have one? Log in.

No card No trial No upsells
Set up in 30 seconds, no install
Built for Australian NDIS · Privacy Act compliant
Free forever. We earn on services, not the tool

You're in!

Redirecting to your portal in a moment…

30+
Tools included free
$1,800
Stack value replaced/mo
200+
Active providers
4.9★
Rating from real operators
Active providers
1,247 ▲ this week
Stack replaced
$1,800/mo saved
Why Carepilot exists

We built it for our own NDIS company. Then made it free.

Provider Scale runs a real NDIS provider: 72 active workers, $2M annual run-rate. We needed a CRM, scheduling, matching, invoicing, and compliance system all in one place. Nothing on the market worked for NDIS specifically. So we built it. Then we decided to give it away.

Get Carepilot Free → See a live demo
30+ tools, one system

Everything you need to run an NDIS business.

Every feature was built because we needed it in our own NDIS operation. Nothing is decorative. Everything earns its place.

Lead & pipeline manager

Kanban pipeline. Lead scoring. Source attribution. SMS speed-to-lead alerts in under 2 minutes. Never miss an enquiry.

KanbanSMS alertsAuto-assign

Worker matching engine

7-factor scoring across services, location, languages, gender, complex-care, availability and interest overlap. Hot/Warm/Cool tiers with full reason breakdown.

7-factorProfile builderAuto-blockers

Schedule & shifts

Recurring shifts. Multi-pax bookings. Conflict detection. Worker availability windows. Drop ShiftCare and save $184/mo.

RecurringMulti-paxConflicts

NDIS invoicing

NDIS price-guide line codes baked in. Plan-managed splits. GST-aware. Xero-ready CSV export. Send invoices in minutes.

NDIS codesXero export

Intake widget

Drop a code snippet on your site. Capture enquiries, auto-qualify, book a meet-and-greet. Zero developer required.

EmbedAuto-qualify

Coordinator CRM

Full CRM for support coordinators. Health scores, referral history, dormancy alerts. Treat your relationships like the goldmine they are.

Health scoresReferral log

Incidents & compliance

Restrictive practices register. Mandatory reporting prompts. Audit-ready case notes. Stay compliant without the panic.

RestrictiveAudit-ready

Reporting & analytics

Source attribution. Conversion funnels. Revenue-by-client. Lead-to-active velocity. See exactly where you're leaking money.

FunnelsAttribution

Public provider profile

SEO-optimised public page for your NDIS business. Coordinators & participants browse and book direct.

SEODirect booking

+ 21 more tools inside

Worker app, team accounts, calendar sync, restrictive practices register, staff compliance tracking, recurring shifts, case notes, multi-pax shifts, line-item codes, signup widget, intake forms, and more.

Get free access →
A tour through the system

Built like the software you actually want to use.

Carepilot isn't a stack of half-finished tabs. Every workflow (pipeline, matching, scheduling, invoicing) is connected. Here's what it actually looks like.

Lead pipeline

Every enquiry, every coordinator, every referral, one board.

Drag enquiries through 6 pipeline stages. Lead-score on the way in. SMS the team in under 2 minutes when a hot lead lands.

  • Kanban or list view, choose your style
  • Source attribution baked in (Meta, Google, coordinator, organic)
  • Automatic SLA alerts when a lead sits too long
  • Owner assignment + handoff history
Try the pipeline free →
Pipeline · Carepilot carepilot.app/pipeline New 14 Sarah K.SC referral · Daily living Ali M.Meta ad · Community access Tom R.Web form · Allied health Contacted 22 Maya P.Replied · M&G booked Jay H.SMS sent · No reply 2d Meet & Greet 9 Liang W.Tue 2:30pm · Worker A Active 38 Nadia O.$3,420/mo Ben S.$1,890/mo
Worker matching

7-factor matching that actually thinks like a coordinator.

Score every worker against every participant on the things that matter, services, location, language, gender, complex-care, availability, interest overlap. Hot, warm, cool, with reasons.

  • Auto-blockers for unsafe matches (gender pref, complex care)
  • Click-to-build worker profile card (the one you actually send out)
  • Bulk shortlist with rationale for each pick
  • Track which matches stick, refines the algorithm over time
Try matching free →
Match engine · Carepilot carepilot.app/match · Sarah K. Participant SK Sarah K. · 34 Surry Hills, NSW SERVICES Daily living Community PREFERENCES Female worker · Mandarin Likes gardening, cooking SCHEDULE Tue / Thu / Sat AM · 4h ea. Top matches 3 hot YL Yumi L. Newtown · 6km · Mandarin · Daily/Comm HOT 96 7/7 factors match JC Jenny C. Redfern · 3km · Cantonese · Daily/Comm WARM 78 6/7, language partial SM Sandy M. Chinatown · 4km · Mandarin · Daily only HOT 92 Loves cooking · interest match
Schedule & shifts

Recurring shifts, multi-pax bookings, conflict detection.

The scheduler ShiftCare wishes it was. Drag, drop, recur. Multi-participant group shifts. Conflict detection before you publish.

  • Recurring patterns (weekly, fortnightly, custom)
  • Worker availability windows + leave
  • Multi-participant shifts billed correctly per code
  • Calendar sync (Google, iCloud, Outlook)
Try the scheduler free →
Schedule · Carepilot carepilot.app/schedule · Week of May 25 Worker Mon 25 Tue 26 Wed 27 Thu 28 Fri 29 Sat 30 Yumi L. SK · 9-1 SK · 9-1 SK · 9-1 Jenny C. NO · 2-6 NO · 2-6 Sandy M. Group · 3 pax · 10-2 BS · 1-5 Tom R. CONFLICT JH · 9-1 Ali R. Leave Leave Total this week 42 shifts · $14,820 billable
NDIS invoicing & reports

Send NDIS-compliant invoices. Watch the money come in.

Every line item maps to a real NDIS support code. Plan-managed splits. GST-aware. Xero-ready CSV. Plus dashboards that tell you exactly where revenue is coming from, and where it's leaking.

  • NDIS price-guide codes auto-loaded each July
  • One-click invoice batches (weekly, fortnightly, monthly)
  • Xero export + Stripe payment links
  • Revenue-by-client + lead-source attribution dashboards
Try invoicing free →
Reports · Carepilot carepilot.app/reports · May 2026 Active participants 38 ▲ 6 this month Invoiced (MTD) $58,420 ▲ 12% Lead → Active 17% ▲ from 11% Time to first match 4.2d ▼ from 9.1d Revenue by month Last 6 months Dec Jan Feb Mar Apr May Lead sources Where new revenue is from Coordinators · 65% Meta ads · 22% Organic · 9% Word of mouth · 4% Hot tip: Meta CPL down 31%
Import & migration

Already using ShiftCare, Lumary, Brevity or Hireup?

Bring your data in one go. No CSV gymnastics. No double-entry. We have direct importers for every major NDIS tool, and a generic CSV/Excel uploader for everything else.

Carepilot
Free

Everything imported in under an hour.

1

Connect your old system

Authorize via API or upload an export. ShiftCare, Lumary, Brevity, Xero, all direct. Everything else via CSV/Excel.

2

Smart field mapping

We pre-map participants, workers, shifts, services, invoices. Review and tweak in one screen.

3

Dry-run preview

See exactly what's going to be imported before anything is created. Spot duplicates and missing fields up front.

4

Import & go

Click go. Carepilot pulls everything across, participants, workers, shifts, invoices, notes, and keeps a rollback snapshot just in case.

ShiftCare direct import

One-click pull of clients, staff, shifts (past 12 months), price book and invoices. Save your $184/mo. We have a step-by-step migration guide and a human on hand if you want help.

Direct APIPast shiftsSaves $184/mo

Lumary & Brevity migration

Bring your participant records, NDIS plans, service agreements, and progress notes. We preserve note timestamps and authors so your audit trail stays intact.

NDIS plansNotes intact

Pull workers from Hireup/Mable

Run an independent NDIS business but currently rely on Hireup or Mable? Import your roster and shifts and operate fully on your own books. You keep the relationships.

Worker rosterShift history

Generic CSV / Excel uploader

If you're on a tool we haven't named, or you're coming off paper, spreadsheets, or a custom system, paste your data in. We'll detect columns automatically and walk you through the mapping.

Any formatSmart detect

Xero two-way sync

Already on Xero? Carepilot pulls your contacts, pushes invoices back, and reconciles payments. Stop double-entering your books.

Two-wayReconcile

Free white-glove migration

Migrating more than 50 participants? We'll do it for you, for free. A real human on a 30-minute call, then we run the import and hand back a tested system.

Done-for-youFree

Switching takes less than a coffee

Most providers are fully migrated within 48 hours, and most never look back at their old stack. No lock-in, no setup fees, no credit card.

Start your migration free →
Stack replacement

Replaces ~$1,800/month in NDIS software.

Most providers cobble together half a dozen tools. Carepilot replaces them, for free.

What you need
Typical stack
Carepilot
Rostering & shifts
ShiftCare · $184/mo
Included
CRM & pipeline
HubSpot · $90/mo
Included
Lead capture & widget
Typeform · $59/mo
Included
Outreach to coordinators
Mailshake · $58/mo
Templates & cadences
Worker matching
× Spreadsheet hell
Built-in engine
Incident & compliance log
× Google Doc chaos
Audit-ready
NDIS-aware invoicing
Xero + custom · $80+/mo
Line codes baked in
Total monthly cost
$471+/mo
$0 / forever
Get Carepilot Free →
From real operators

Used daily by 200+ NDIS providers.

★★★★★  4.9 · from 200+ providers

★★★★★

"Replaced three subscriptions in the first week. Worker matching alone saved my coordinator 4–5 hours weekly. Can't believe it's free."

LM
Lillian M.
Director · Compass Care
★★★★★

"The intake widget + SMS speed-to-lead is doing the work of two part-time admins. Twelve new participants in eight weeks."

NK
Nikhil K.
Founder · Pathways Disability
★★★★★

"Finally a tool that understands NDIS. Line codes, plan-managed splits, restrictive practices, all baked in. I trust it more than what I was paying for."

AT
Alana T.
Coordinator · Northside Support
Common questions

Everything you'd want to know before signing up.

Is Carepilot really free?+

Yes. No credit card. No tiers. No catch. We make our money on the Growth and Registration services. Carepilot exists because we wanted free users to land somewhere great. Even if you never buy from us, the system stays free.

What's the catch?+

There isn't one. We'll occasionally email you with NDIS growth content (you can unsubscribe), and you'll see the option to upgrade to our paid services. That's it. You can use Carepilot forever without ever paying us a dollar.

Where is my data stored?+

Australian-hosted infrastructure (Supabase, Sydney region). Encrypted in transit and at rest. Privacy Act compliant. We never sell or share your data. You own it; you can export it any time.

Can I import existing data?+

Yes. Carepilot has a CSV import for participants, workers, coordinators, and leads. Most providers are fully migrated within an hour of signing up.

How does it integrate with ShiftCare / Xero?+

Carepilot replaces ShiftCare entirely (saves you $184/mo). For Xero, we have a CSV export that drops straight into Xero's invoice import. Native API integration is on the roadmap.

What happens if I want help setting it up?+

Free providers get email support and our help docs. Paid Growth clients get white-glove onboarding, we configure everything for you, import your data, and train your team.

100% free · No card · No catch

Stop running your NDIS business out of spreadsheets.

30 seconds to sign up. 30+ tools. Forever free. We make our money on growth and registration services, not on the system.

Get Free Access → See our paid services