The NDIS CRM that runs the whole operation.
Participant records, rostering, progress notes, NDIS claims, payroll and compliance evidence in one system. Priced per plan, not per support worker, so the bill does not climb every time you hire.
What is an NDIS CRM, and why not use a general one?
An NDIS CRM is the system a disability service provider uses to run its operation. It holds participant records and funding, builds the roster, captures support worker notes, bills against the NDIS price guide, runs payroll and keeps the evidence the NDIS Commission expects to see.
A general CRM tracks sales contacts and deals. It has no concept of a plan budget, a line item, a SCHADS penalty rate or a restrictive practice record. Providers who start on a general tool almost always end up running spreadsheets beside it, then hand-checking claims against the price guide at the end of every fortnight. That is where the hours go, and where the claim rejections come from.
Opelo is built for the NDIS specifically. The roster understands recurring supports and worker qualifications. The notes are tied to a shift, a participant and a goal. The billing knows the current price guide and flags problems before a claim file leaves the building.
Why per-plan pricing matters once you start hiring.
Most NDIS platforms charge per user or per participant. Both meters run against you as you grow.
| Provider size | Per-user platform at $13 per user, per month |
Per-participant platform at $4.49 per client, per month |
Opelo flat, per plan |
|---|---|---|---|
| 5 staff, 10 participants | $65 | $44.90 | Entry plan |
| 20 staff, 50 participants | $260 | $224.50 | Mid plan |
| 50 staff, 120 participants | $650 | $538.80 | Upper plan |
| 100 staff, 200 participants | $1,300 | $898 | Upper plan |
Comparison rates are the published list prices of two widely used Australian NDIS platforms as at 23 September 2026, taken from their own pricing pages, billed annually. Per-user rates are charged for every staff member with a login. Per-participant rates are charged for every active client. Prices change, so check the current figures before making a decision. See Opelo plan pricing.
The point is not that one number is smaller than another on any given day. It is that two of these models charge you more for growing, and one does not. A provider who wins a new SIL house and takes on eight workers pays the same on a flat plan and roughly a hundred dollars a month more on a per-user plan, every month, forever.
Sixteen modules, one system of record.
Everything below is included in the platform. Which modules are switched on depends on the plan you choose.
Participant management
Profiles, funding lines, plan budgets, documents, medications, risk and goals in a single record the whole team can trust. Budget burn is visible before it becomes a problem.
Rostering and scheduling
Recurring supports, roster runs, availability and leave on a clean calendar. Worker matching takes qualifications and participant preferences into account rather than filling a gap blindly.
Open shifts
Broadcast a cancelled shift to qualified, available workers and let them claim it from their phone. Replaces the phone tree that eats a coordinator's afternoon.
Staff portal
A mobile-first portal where support workers see shifts, clock in, write notes, claim open shifts and manage availability and leave.
Attendance verification
Location-verified clock in and clock out confirms support was delivered at the right place and time, without tracking workers between shifts.
Travel and kilometre logs
Travel between supports is captured as it happens and kilometres calculated for billing and reimbursement. No paper logbooks to chase at month end.
Progress notes
Notes linked to the right shift, participant and goal, with AI assistance on the drafting. A person reviews and signs off every note before it is filed.
Care plans and goals
Person-centred plans broken into measurable milestones, with progress updating as the team delivers support rather than at review time.
Medications and risk
Medication schedules and logs alongside structured, versioned risk assessments, so the right precautions travel with the participant.
Incidents and complaints
Report, triage, action and close incidents and complaints, with follow-ups and evidence captured in the form the Commission asks for.
Service agreements
Service agreements and custom forms with digital signatures, stored against the participant and their funding.
NDIS billing and claims
Bill against the current price guide, catch claim errors before export, and generate bulk claim files for the myplace provider portal.
Payroll and timesheets
Timesheets draft themselves from verified shifts, then flow into SCHADS-aware pay runs with leave accruals and payslips.
Reporting
Financial, workforce, compliance and outcomes reporting in one place, so problems surface before they reach payroll or an audit.
Roles and audit trails
Granular role-based access across every module, backed by a complete audit trail of who did what and when.
Training and certifications
A built-in learning management system with courses, assignments and certification expiry tracking, so a lapsed check is caught before the shift.
Works with what you already run.
Accounts sync to Xero or MYOB rather than being re-keyed. Automation runs through n8n, so a new participant record can trigger whatever your office already does next. For providers who want to query their own data conversationally, there is a connector that lets Claude or ChatGPT work with the platform under the same role permissions your staff have, which means an assistant cannot see what the person using it could not see.
How Opelo compares to the platforms you are probably shortlisting.
Honest, sourced comparisons against the NDIS software most Australian providers evaluate.
Opelo vs ShiftCare
The most common comparison we are asked for. Per-user pricing against flat plans, and what that means once you pass about ten support workers. Read the comparison
Opelo vs Brevity
Brevity charges per client. Where that model costs a provider less, and where it does not. Read the comparison
Opelo vs Lumary
Lumary is a Salesforce-based platform aimed at larger providers. A fair look at when that is the right call. Read the comparison
All NDIS software compared
The Australian NDIS software market side by side, including pricing models and who each one suits. See the comparison
NDIS CRM questions.
What is an NDIS CRM?
An NDIS CRM is the system a disability service provider uses to run its operation: participant records and funding, rostering, support worker notes, billing against the NDIS price guide, payroll and compliance evidence. A general CRM tracks sales contacts. An NDIS CRM has to understand plan budgets, line items, SCHADS pay rules and the evidence the NDIS Commission expects, which is why generic tools tend to need spreadsheets bolted on beside them.
How is Opelo priced compared with per-user NDIS software?
Opelo is priced per plan, with each plan covering a set number of participants and staff. Several NDIS platforms price per user or per participant instead, so the monthly cost rises every time you take on a worker or a participant. For a provider with twenty support workers, a per-user platform at $13 per user per month costs about $260 a month, while a flat plan covering twenty staff does not change as the roster fills.
Does Opelo handle NDIS claims and the price guide?
Yes. Supports are billed against the current NDIS price guide, claim errors are flagged before export, and bulk claim files are generated for upload to the myplace provider portal. The aim is fewer rejected claims rather than faster resubmission.
Can support workers use it on their phones?
Yes. Workers get a mobile portal where they see their shifts, clock in and out, write progress notes, claim open shifts and submit availability and leave. Attendance is verified by location at clock in and clock out, so there is a record that support was delivered at the right place and time.
Is it suitable for a sole trader or a very small provider?
Yes. The entry plan is sized for a small operation with a handful of participants and staff, and plans move up as you grow. Sole traders and providers with fewer than ten participants usually start there and upgrade when the roster outgrows it.
Can we move our existing participant data across?
Yes. Participant records, staff records and historical notes can be imported. Data migration is included on the larger plans and quoted separately on the entry plans, because the work depends on the state of the data you are coming from.
See Opelo on your own roster.
Book a walkthrough and we will set it up against a week of your actual shifts, not a demo dataset. Thirty minutes, no obligation.