Built for independent and small NDIS providers getting registration-ready
If you’re a sole trader or an independent contractor working towards registration - or a small provider keeping on top of compliance - Bluetail is tailored to you. Participants, workers, rostering, shift notes that chase themselves, incidents, registers, invoicing with Xero and policy reviews, organised the way an NDIS audit expects, and built by a provider going through it too.
Completely free until January 2027 - every feature, no credit card, no trial countdown. From then, a flat $25 + GST a month for your whole organisation - unlimited participants and workers, never per-user pricing. Set up your workspace in about two minutes. New here? Read the full how-to guide
Compliance workspace
Dashboard
+ Add participant8
Participants
5
Workers
24
Shift notes
0
Open incidents
0
Open complaints
1
Open risks
Needs attention2
Audit readiness3 shift notes overdue - no note within 48 hours of the shift
Worker screening - expires in 9 days
Built for the Practice Standards
Every register and field maps to what auditors check.
Made by a working provider
By someone registering their own NDIS business.
Your data stays in Australia
Private to your business, yours to export anytime.
Genuinely free right now
Free until at least January 2027, then a flat $25 + GST a month.
See where you stand
Know your audit readiness at a glance
Open the CRM and the whole business is in front of you. Overdue shift notes, expiring worker checks and policies due for review are surfaced automatically - so nothing quietly slips until an auditor finds it for you.
- A live snapshot: participants, workers, notes, open incidents, complaints and risks
- A “needs attention” list that tells you what to do next
- An audit-readiness score, so you are never caught off guard
Compliance workspace
Dashboard
+ Add participant8
Participants
5
Workers
24
Shift notes
0
Open incidents
0
Open complaints
1
Open risks
Needs attention2
Audit readiness3 shift notes overdue - no note within 48 hours of the shift
Worker screening - expires in 9 days
Participant records
Every participant, fully documented
One tidy record per participant: plan details and funding, goals, key contacts, funded supports, shift notes, incidents and risks. A live checklist shows the core documents on file - so you can see the ones that are missing before your auditor does.
- Plan dates, plan management and funded supports in one view
- Documents-on-file checklist: service agreement, consent, intake, support plan and more
- Shift notes, goals, clinical notes, incidents and risks all attached to the person
Maya T.
NDIS ••••4821 · Plan ends 1 Jun 2027
Documents on file
Manage2 core documents missing.
- +NDIS planAdd
- Service agreement
- Consent form
- Support plan
- +Risk & emergency planAdd
Rostering & shift notes
Roster the shift - the paperwork chases itself
Plan shifts on a weekly roster and email each worker their week - they confirm or decline straight from the email, no logins and no app to install. The moment a rostered shift ends, the worker is automatically emailed a link to submit their shift note, and the chasing happens without you.
- Repeat series, cancellations with a short-notice flag, and worker unavailability all handled on the roster
- Workers confirm their shifts in one tap from the roster email - you are alerted the moment someone declines
- Missing notes are chased automatically at 24 and 72 hours, and you get an alert at 48 - the 48-hour rule polices itself
Roster · this week
Email rostersMon 8 Sep · 9:00am - 12:00pm
Maya T. · with Dan
Tue 9 Sep · 1:00pm - 4:00pm
Sam R. · with Priya
Wed 10 Sep · 9:00am - 11:00am
Maya T. · with Dan
Compliance Action Centre
Everything that needs you, in one queue
The Action Centre pulls every outstanding job across the workspace into one prioritised list, with buttons that act on the spot: approve or send back shift notes, close incidents, resolve complaints, mark policies reviewed. Open the CRM, clear the queue, get back to participants.
- Approve or send back submitted shift notes without leaving the queue
- Notes claiming 30+ minutes more than the rostered shift are flagged before they reach an invoice
- Expiring worker screening, open incidents and overdue policy reviews surface here on their own
Action Centre4
PrioritisedShift note awaiting review
Maya T. · Tue · submitted by Dan
Hours don’t match the roster
Rostered 3 hr · this note claims 4 hr - check before invoicing
Worker screening expiring
Priya N. · 9 days left
Policy review due
Incident Management Policy · annually
Invoicing & Xero
Shift notes become invoices, straight into Xero
Pick a participant and a period and the invoice builds itself from submitted shift notes - priced at your agreed prices, never above the NDIS price limits, with provider travel and short-notice cancellations included. Review it as an editable Word document, then claim and reconcile without retyping a thing.
- Batch mode invoices every participant for the period in one run, numbered in sequence
- One NDIA bulk payment file for the whole run, ready to upload in the myplace portal
- Connect Xero and push the run straight in as draft invoices - no CSV shuffling
Invoice · Maya T. · 1-14 Sep
Agreed pricesSelf-care support · weekday
6.0 hr
$390.00
Community participation
4.0 hr
$280.00
Provider travel
32 km
$32.00
Short-notice cancellation
1
$97.50
Total (GST-free)
$799.50
Records & registers
Every register an auditor asks for, ready to go
Incidents, complaints, risks, conflicts of interest, restrictive practices, continuous improvement and data breaches - each is a proper register, kept across your whole business. Reportable-incident timeframes are built in, so the clock is never a surprise.
- Nine registers the NDIS Practice Standards expect you to keep
- Reportable incidents flagged with the 24-hour and 5-day timeframes
- Log a complaint or incident once - it lands in the register and on the participant
Records & registers
Incidents
24h / 5-day timeframes
Complaints
Logged & resolved
Risks
Rated & reviewed
Conflicts of interest
Declared & managed
Restrictive practices
Authorisations tracked
Continuous improvement
Actions & owners
Policy reviews
Your policies, reviewed on schedule
Track when each policy was last reviewed and when it is next due, and keep the current copy of every policy attached to its row. Auditors check the register and the controlled document together - here they live side by side.
- Overdue, due-soon and current at a glance
- Attach the live copy of each policy to its register row
- Generate a Bluetail template or upload your own - either works
Policy review register
0
Overdue
0
Due soon
24
Current
2
No date
Complaints & Feedback Management Policy
Not yet reviewed · Annually
Incident Management Policy
Not yet reviewed · Annually
NDIS assistant
An NDIS expert on tap
Ask about reportable incidents, the Practice Standards, pricing, or the difference between verification and certification - answered from real NDIS sources. It never sees your participant or worker records, and nothing you type is saved.
- Straight answers on rules, standards, pricing and registration
- Cannot see your records - it only reads the NDIS knowledge base
- Nothing you type is stored or used to train anything
NDIS assistant
Why Bluetail is different
Built by a provider going through it - not a software company guessing
I am registering my own NDIS business right now. Every register, every field and every reminder in here exists because I needed it for my own audit preparation - not because it looked good on a feature list. When the Practice Standards or pricing change, the tool changes. It is compliance software that speaks provider, because a provider built it.
- James, founder of Bluetail
Free during early access. No catch.
The CRM is genuinely free while we build it in the open, and the pricing after that is already published: from January 2027, a flat $25 + GST a month for your whole organisation, no matter how many participants or workers you have. The only other paid thing on Bluetail is the optional $65 document pack that fills these templates in with your business details - and you never need it to use the CRM.
No credit card
Create your workspace and use it in full. Nothing to pay while it is in early access.
Your data is yours
Kept private to your business, stored in Australia, and yours to export whenever you want.
A promise, not a trap
Free until at least January 2027. From then, a flat $25 + GST a month for your whole organisation - unlimited participants and workers, never per-user pricing. Published now so there are no surprises.
One workspace
Everything else you need, in the same place
Workers & screening
Clearances, training and expiry dates tracked per worker.
Timesheets
Hours and km tallied from submitted notes, with CSV export for payroll.
E-signatures
Send documents for signing - participants and workers sign from a secure link.
Worker webforms
Workers submit shift notes and incident reports from a link. No accounts needed.
Company documents
Your policies, insurances and registers in one library.
Governance
Your governance statement, audits and interviews.
Feedback surveys
Branded participant surveys, results collected for you.
Public complaint form
A complaints page for your business - submissions land straight in your register.
Security & privacy
Participant data is sensitive. We engineer for that.
Your records hold health and disability information protected under the Privacy Act. Security is built into the foundations, not bolted on afterwards.
Encrypted in transit and at rest
Every connection is TLS-encrypted (HTTPS), and your data is encrypted at rest with AES-256.
Row-Level Security isolation
Postgres Row-Level Security scopes every record to your organisation, so no other business can ever query your data.
Australian data residency
Hosted in Sydney (ap-southeast-2). Participant data never moves offshore unless you opt in - only content you choose to run through a clearly-labelled AI tool goes to Anthropic, and it is never used to train models.
Private document storage
Uploaded files sit in a private object store, reached only through short-lived signed URLs. No public links, ever.
Least-privilege access
Role-based access inside your workspace, with a database-level guard that blocks privilege escalation.
SOC 2 Type II infrastructure
Runs on SOC 2 Type II-certified infrastructure (Supabase, AWS, Vercel), with automated daily backups.
We follow the Notifiable Data Breaches scheme, and you can delete your data at any time. Read the full Privacy Policy.
Straight answers
Questions, answered upfront
Is it really free?+
Yes. The CRM is free to use in full until at least January 2027 while it is in early access. No credit card, no trial countdown. From January 2027 it will be a flat $25 + GST a month for your whole organisation - unlimited participants and workers, never per-user pricing.
Where is my data stored, and who can see it?+
Your records are private to your business and stored in Australia. Other providers cannot see your data, and the NDIS assistant cannot see your records either - it only reads the NDIS knowledge base.
Does it do rostering and invoicing?+
Yes. Roster shifts on a weekly calendar and email each worker their week - they confirm by email, no logins. When a rostered shift ends, the worker is automatically emailed a link to submit their shift note, and submitted notes become invoices priced at your agreed prices, never above the NDIS price limits. Export one NDIA bulk payment file for the whole run, or connect Xero and push the run in as draft invoices.
Do I need to buy the $65 document pack?+
No. The CRM is completely usable on its own - you can upload your own documents anywhere for free. The pack is an optional extra that generates branded, pre-filled versions of the policies, agreements and registers for you.
Can I get my data out?+
Yes. Your data is yours. Timesheets export to CSV today, and you can export your records whenever you want - nothing is locked in.
Is this endorsed by the NDIS?+
No. Bluetail is an independent service that helps providers get organised and audit-ready. It is not affiliated with or endorsed by the NDIS Quality and Safeguards Commission or the NDIA.
Who is it for?+
Sole traders and small-to-growing NDIS providers - whether you are already registered or working towards it. If compliance currently lives across folders and spreadsheets, this brings it together.
Set up your workspace in two minutes
Whether you’re an independent getting registration-ready or a small provider staying compliant, bring it all into one calm, audit-ready place. Free until January 2027 - no credit card.