The Challenge
Client onboarding, therapy scheduling, case notes, service agreements and invoicing were spread across spreadsheets, manual records and disconnected tools. Therapists selected service codes and tracked travel time by hand, and nobody had real-time visibility of participant budgets across funding categories.
Therapists choosing NDIS service codes by hand.
Incorrect coding causing payment delays and rework.
No live view of funding consumed per participant.
Self, plan and NDIA management each billed differently.
Approach & Solution
smartData built a CRM tailored to NDIS providers, centralising participant management, therapist workflows, service agreements, documentation and billing. Onboarding captures plan details — funding categories, plan duration, management type and budget allocation — so every downstream billing decision inherits the participant's actual plan rather than a generic default.
A configurable service agreement module maps plain-English internal services to official NDIS billing codes, with separate rates for therapy, travel and cancellation. Batch invoicing applies the rules for each funding type, and payroll accounts for therapy hours, cancellations and leave.
Key Features
Internal service names mapped to official codes.
Funding consumption visible before over-claiming happens.
Funding-type rules applied across invoice runs.
Templates with search and automated summarisation.
Product Showcase
Final Outcome
Therapists work from agreements already aligned to each participant's plan, claims go out with the right codes and rates, and budget consumption becomes visible before a limit is reached rather than after it is breached.
