NDIS plan management software built for modern NDIS providers
Caspen is purpose-built to help NDIS teams stay compliant, save time, reduce manual admin, and manage higher caseloads without losing visibility, control, or quality of care.
What's on this page
Discover Caspen’s NDIS compliance tools
A quick overview of what's covered below — from participant management through to compliance, claims and reporting.
Participant management
Profiles, contacts, intake, referrals, triage and waitlists in one place.
NDIS plans & funding
Track plans, budgets, balances, funding periods and unspent funds.
Agreements & documents
Service agreements, schedules, letter templates and secure file storage.
Care planning & outcomes
Goals, progress notes, assessments and AI-assisted note writing.
Scheduling & workforce
Worker matching, mobile visits, room and resource allocation, time tracking.
Billing, invoicing & claims
Invoicing, batch invoicing, NDIS bulk payment requests and PACE-ready exports.
Compliance & risk
NDIS practice support, audit prep, incidents, risk and action logs.
Reporting & analytics
Operational, claim, financial and outcome reports in one place.
Forms & digital records
Custom form builder, online forms, digital signatures and structured templates.
Communication & engagement
SMS reminders, portals, conversations and feedback in a single record.
Mobile workforce
Field-ready access to schedules, notes, forms and care plans.
Integrations
Xero, QuickBooks, Stripe, Tyro, Zoom, Teams, Google Meet and more.
Staff, security & admin
Roles, permissions, 2FA, onboarding, automation, hosting and recovery.
Efficiency outcomes
Less paperwork, fewer errors, more capacity for participant care.
One connected platform
Built for NDIS teams who need to do more with less
NDIS providers are under constant pressure to maintain compliance, deliver high-quality participant support, keep accurate records, manage funding correctly, and complete administration quickly. Caspen was built to reduce that burden.
Instead of disconnected spreadsheets, manual reminders, paper forms, separate billing tools, and duplicated data entry, Caspen gives NDIS workers a structured system that supports the full participant journey — from intake and service agreements through to funding tracking, scheduling, invoicing, claims, reporting, compliance, and communication.
A central place to manage participants, contacts and care recipients
Structured profiles and configurable fields keep the right information in the right place — and reduce the time spent searching across emails, documents, and spreadsheets.
- Participant and client profile management with custom fields
- Contact and family relationship management
- CRM and enquiry management with referral tracking
- Client onboarding workflows and intake forms
- Triage and waitlist management
- Case tracking across the participant journey
Track participant plans, budgets and funding with confidence
Caspen helps teams stay across funding, budget usage, remaining balances, plan periods, and case allowances — so services are delivered within available budgets and funding stays visible throughout the participant journey.
- NDIS plan details and participant funding records
- Case funding periods, rollovers and plan expiry reminders
- Live budget monitoring and remaining balance tracking
- Unspent funds tracking and case allowance transactions
- Funding usage visibility across appointments and invoices
Service agreements, schedules of support and participant documents
Create, manage and store the participant documentation that matters — without relying on scattered files or manual filing systems.
- Service agreements and schedules of support
- Home care agreement templates and pricing schedules
- Letter templates and correspondence records
- Signed return forms and digital signatures
- Secure document storage and archiving
Caspen has massively boosted our team's productivity. Having everything integrated has saved us countless hours and let us focus more on delivering quality care.
Person-centred support, goals and progress tracking
Plan support, set participant goals, record outcomes, and maintain structured notes — with configurable forms, templates and outcome tracking that surface service quality.
- Care planning and support planning
- Goal setting, achievements and outcome reporting
- Progress notes, handover notes and assessments
- Early intervention and health-change assessments
- AI-assisted progress notes
Coordinate services, workers, rooms and resources
Worker-to-client matching, mobile scheduling, time tracking and service delivery visibility — so teams reduce scheduling friction and improve operational control.
- Service delivery scheduling and appointment setting
- Worker-to-client matching and mobile visit scheduling
- Calendar-based appointment management
- Room, vehicle and resource allocation
- Time tracking — billable and non-billable hours
- Service close-off from mobile devices
Reduce billing admin and submit claims with confidence
Invoicing, batch invoicing, NDIS bulk payment requests, PRODA-format exports, and payment tracking — connecting service delivery, funding, invoices and claims so teams reduce duplicated entry.
- Invoicing and batch invoicing
- NDIS claiming and bulk payment requests
- Bulk payment request uploads in PACE-compliant format
- Billing data exports for NDIA and Services Australia workflows
- Xero and QuickBooks accounting integrations
- Consumer statements and financial reporting
Compliance & audit readiness
Built to support strong compliance practices
Record the right information, maintain audit trails, manage incidents, and prepare for audits with clearer evidence and reporting.
NDIS compliance support
Tools and records aligned with NDIS Practice Standards and quality requirements.
Audit preparation & reporting
Surface the documentation, evidence, and records auditors expect to see.
Incident management
Capture, manage and follow up on incidents with structured forms and action logs.
Risk management
Identify, monitor and respond to participant and operational risks.
Aged Care Quality Standards
Tools that also support providers operating across aged care services.
Compliance forms & tasks
Configurable forms, recurring compliance tasks, and structured action logs.
Tax & audit logs
A clear, time-stamped record of system activity for audit and review.
Non-compliance reduction
Reduce the operational gaps that cause non-compliance issues at audit time.
See the operational, financial and outcome picture in one place
Caspen surfaces the operational, financial, practitioner, claim and participant outcome reporting managers need — without manually compiling reports from multiple systems.
- Operational, performance and practitioner reports
- Appointment, service hour and claim submission reporting
- Client outcome and progress notes reporting
- Financial, invoice and payment reports
- Custom report views for the metrics you care about
Forms & digital records
Digitise paperwork and standardise information collection
Custom templates for intake, assessments, incidents, care plans, risk, outcomes, feedback, and compliance — built and tracked in one place.
Custom form builder
Design your own forms with the fields, logic and structure your team needs.
Online & public form submission
Collect intake, referral and feedback information directly from the web.
Digital signatures
Capture signed agreements and consent forms securely, no paper required.
Intake & assessment forms
Standardised onboarding and assessment templates to capture clean data from day one.
Care plan & outcome forms
Capture goals, plan reviews and outcome measures alongside the participant record.
Incident & feedback forms
Capture incidents and consumer feedback in a structured, searchable way.
Compliance forms
Recurring compliance forms and tasks tied to action logs for accountability.
Risk forms
Standardised risk capture, review, and follow-up — connected to the participant.
Keep workers, participants and families on the same page
Communication records, email templates, SMS reminders, portal access, appointment sharing and feedback collection — keeping everyone informed while maintaining a clear record of communication.
- Communication records, conversations and messages
- Email templates and SMS reminders
- Participant and family portals
- Appointment sharing and rescheduling requests
- Consumer feedback collection
Support workers in the field, not just at a desk
Responsive access to schedules, records, notes, forms, appointments, care plans and service information — so workers complete tasks closer to the point of care.
- Mobile access to care plans and service information
- Mobile record keeping, notes and forms
- Appointment status updates from the field
- Responsive web app, cloud-based access
- Real-time information across the team
Caspen works with your essential apps
Stripe
Xero
QuickBooks
Zoom
Microsoft Teams
Google Meet
Google Calendar
Outlook Calendar
Apple Calendar
Need something specific? Let us know and we will make it happen.
Run your team — and your operations — with control
Staff records, practitioner details, user management, permissions, onboarding and workflow automation help providers create clearer internal processes and scale operations responsibly.
- Staff and practitioner records, including provider numbers
- User management, roles and permissions
- Two-factor authentication
- Training and onboarding support
- Admin workflow automation and scheduled jobs
- Hosting, backup, recovery and IT support
Designed to save time
Efficiency outcomes Caspen supports
Less manual work, fewer errors, and more time spent on participants — not paperwork.
Less manual data entry
Connected records and shared data reduce duplicated entry across systems.
Less paperwork
Digital forms, signatures and templates replace paper-based admin.
Faster access to information
Find participant information in one place, instead of across emails and folders.
Fewer billing errors
Service, funding and invoice data stay aligned — reducing claim rejections.
More consistent workflows
Standard processes for intake, scheduling, claiming and reporting.
Better operational visibility
Managers can see workload, performance, and claim activity at a glance.
Better use of staff time
Less time on duplicate admin means more time on participants and quality care.
Capacity to support more participants
Take on higher caseloads without proportionally adding admin overhead.
A practical, connected system for compliance, time savings and growth
With tools for participant management, NDIS plan tracking, funding visibility, care planning, scheduling, invoicing, claiming, reporting, compliance, communication and mobile work, Caspen helps providers operate with greater confidence and efficiency.
Book a demo
Get a personal walkthrough of Caspen at a time that works for you. No pressure, just a helpful chat to see if we're the right fit.
Get started today
Grow and scale your business with an all-in-one practice management platform.