Best NDIS Payroll Software for Providers in 2025

Managing payroll for NDIS providers is complex. Between SCHADS award compliance, penalty rates, travel allowances, rostering, timesheets, and invoicing, errors can easily creep in. The right payroll software can save you hours of admin, keep your workforce compliant, and streamline your NDIS operations.

In this guide, we’ll cover the top four payroll software solutions for NDIS providers, including features, pros, cons, pricing, and whether they are NDIS-dedicated.
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What Makes Great NDIS Payroll Software?

NDIS payroll isn’t like ordinary payroll - it involves complex shift conditions, strict compliance rules, and the need to coordinate a mobile, distributed workforce. The right software should simplify this workload by bringing clarity, accuracy, and automation to your day-to-day operations.

• SCHADS award interpretation - overtime, broken shifts, sleepovers, allowances.
• Rostering & timesheets - mobile clock-in/out, GPS verification.
• NDIS billing & invoicing - PRODA integration, price limits.
• Compliance & reporting - audit-ready documentation, STP, participant management.
• Automation - shift matching, payroll calculations, and award compliance.
• Integration - with accounting software like Xero, MYOB, KeyPay.

When payroll software includes these features, providers reduce administrative errors, stay compliant with NDIS and Fair Work rules, and free up more time to focus on delivering quality care. The result is smoother operations, happier staff, and better outcomes for participants.
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Top 5 NDIS Payroll Software Solutions (2025)

With so many payroll and workforce platforms available in Australia, it can be difficult for NDIS providers to know which ones truly meet the sector’s unique needs. Some systems are built specifically for NDIS compliance, while others are general payroll tools adapted for community services.

To help you make an informed choice, we’ve reviewed the top four payroll solutions for 2025 - starting with the platform that delivers the most complete NDIS experience.
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1. Imploy - Best Overall Software (NDIS-Dedicated)

Imploy is purpose-built for NDIS and aged care providers. It combines rostering, payroll, invoicing, and compliance into one system - designed to save admin time and reduce errors.

Key Features:

• AI-powered smart rostering: Instantly creates the most efficient roster by matching workers to shifts based on skills, availability, and client needs.
• GPS-verified mobile timesheets: Real-time, location-verified clock-ins ensure accuracy and reduce timesheet disputes.
• SCHADS award compliance: Automatically applies the correct penalties, overtime rates, sleepover rules, and allowances - no manual calculations.
• Payroll & Invoicing: Integrated with Xero, PRODA, and STP for faster billing, timesheet processing, and payroll management.
• Single Touch Payroll (STP): Effortlessly submit payroll to the ATO in one click, ensuring full compliance and reduced admin time.
• Participant management & care notes: Keep client profiles, notes, travel logs, and support records organised for seamless reporting and compliance.
• Mobile App: Support workers can view rosters, record notes, and check in/out of shifts directly from their phones.
• Real-Time Reporting: Interactive dashboards to monitor service delivery, track budget usage, and analyse funding in real time.‍
• Intelligent Note Enhancement: Refines rough shift notes into clear, well-structured summaries by improving tone, grammar, and extracting key insights -enhancing compliance and communication.

Pros:

• All-in-one NDIS solution.
• Affordable pricing including a free plan for small teams.
• Built by providers, for providers.
• Smart rostering with real-time updates.
• Single Touch Payroll integrated.
• PRODA integration (Coming Soon).

Cons:

• Feature-rich - some training needed for smaller teams.
• Newer platform, still expanding third-party integrations.

Pricing:

• Lite Plan: Free for up to 5 users - includes essential features like care management, rostering, and mobile access.
• Team Plan: $13 per user/month.‍
• Premium Plan: $15 per user/month - includes payroll, HR, accounting, marketing, and unlimited storage.

2. ClockOn (General Payroll & Workforce Platform)

ClockOn is a general payroll and workforce management system, suitable for organisations across industries, including NDIS providers, but not NDIS-specific.

Key Features:

• Rostering & Scheduling: Drag-and-drop roster builder, role-based scheduling, real-time labour‑cost visibility.
• Time & Attendance: Mobile clock-ins via the ClockOn GO app with GPS/geofencing, kiosk and biometric clock-in options.
• Payroll Processing: Award interpretation for complex pay rules, automatic tax & super calculations, STP (Single Touch Payroll) support.
• Reporting & Analytics: Over 250 customizable payroll, attendance, and roster-vs-actual reports.
• Employee Self-Service: Staff can view rosters, clock in/out, check payslips, and request leave via the mobile app.

Pros:

• Comprehensive and integrated system.
• Flexible clock-in options.
• Integrates with accounting systems like Xero and MYOB.
• Single Touch Payroll.
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Cons:

• Not purpose-built exclusively for NDIS.
• Higher‑tier plans needed for full HR features.
• Can be complex to set up.
• No NDIS invoicing or participant management.
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Pricing:

• Starter Plan: Free for upto 12 months (only basic features)
• Standard Plan: $2.9 per user/month plus add-ons cost.
• Pro Plan: $8 per user/month plus add-ons cost.
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3. PayCat

PayCat is a payroll and award‑compliance specialist focused on the SCHADS Award. It’s built to help organisations - especially those in social and community services, in-home care, and disability support accurately interpret and automate highly complex pay rules. Its system integrates deeply with cloud payroll platforms to reduce risk and ensure 100% SCHADS compliance.

Key Features:

• Full SCHADS Award Interpretation: Automatically calculates penalties, broken shifts, sleepovers, allowances, and overtime based on the SCHADS Modern Award.
• STP & Payroll Processing: Handles payslips, super, tax, and Single Touch Payroll (STP) through its cloud payroll setup.
• Accounting Integration: Works with accounting platforms like Xero; sends payroll journals for clean financial reporting.
• Award‑Reviewed Template: The SCHADS payroll template is independently reviewed for compliance and kept up-to-date with changes in the Award.
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Pros:

• 100% SCHADS Compliance.
• Single Touch Payroll.
• Xero Integration.
• Automated award calculation.
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Cons:

• Not exclusively NDIS-specific.
• Does not handle NDIS invoicing, PRODA/PACE claims.
• No transparent pricing.
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Pricing

• Not available on the website.
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4. Flowlogic

FlowLogic is a compliance-focused care management system tailored to the needs of NDIS providers. It’s widely used for case management, billing, and support coordination.

Key Features:

• NDIS-compliant rostering & invoicing.
• PRODA / PACE integration for claims.
• Participant budget tracking & reporting.
• Compliance and audit tools.
• Workforce scheduling and automated alerts.
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Pros:

• Full NDIS management platform.
• Scalable for growing providers.
• Includes strong document and tracking tools.
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Cons:

• Less visually intuitive interface.
• Limited community reviews or transparency on pricing.
• No Single Touch Payroll.
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Pricing:

• Available on request from the vendor.
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Comparison Table

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Why Imploy Is the Best NDIS Payroll Software?

Choosing the right payroll system can make or break an NDIS provider’s operations. Imploy rises above other options because it isn’t a general payroll platform with NDIS features added on - it’s designed specifically for the unique compliance, rostering, and billing needs of disability service providers.

Imploy stands out because it is built for NDIS providers, not adapted from general payroll tools.

• All-in-one platform: Rostering, payroll, invoicing, compliance, and participant management
• AI-powered smart rostering: Matches the right workers to the right shifts with precision
• Mobile-first tools: Workers can clock in/out, submit notes, and track travel directly from their phones
• Compliance-focused: Automated SCHADS calculations, STP, and NDIS invoicing
• Affordable & scalable: Free plan for small teams; flexible pricing as you grow
• Built by providers for providers: Designed around real workflows and frontline challenges
  
  

In a crowded market of generic payroll tools, Imploy offers something rare - a purpose-built NDIS payroll ecosystem that combines simplicity, automation, and compliance. For providers wanting to streamline admin, improve accuracy, and scale confidently, Imploy is the clear choice.
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Final Thoughts

Choosing the right NDIS payroll software is one of the most important decisions an NDIS provider can make. With complex SCHADS rules, strict NDIS compliance requirements, and a mobile workforce operating across multiple locations, your payroll system needs to be more than just a payslip generator - it must be a complete workforce, billing, and compliance engine.

While platforms like ClockOn, PayCat, and Flowlogic offer strong capabilities, Imploy delivers the most comprehensive, NDIS-focused experience, combining payroll, invoicing, rostering, participant management, and compliance in one modern, affordable platform.

If your organisation is growing, scaling, or simply looking to reduce admin and avoid costly compliance mistakes, the right software will transform your operations. Imploy stands out as the clear leader for NDIS providers in 2025.
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FAQs 

1. What is NDIS payroll software?

NDIS payroll software is a specialised system designed to handle SCHADS award interpretation, NDIS billing, travel allowances, rostering, timesheets, and compliance requirements specific to disability service providers. Unlike general payroll tools, it supports PRODA/PACE, participant billing, and complex shift rules.

2. Do I need NDIS-specific payroll software?

If you employ support workers, deliver community-based services, or bill under NDIS price limits, you will benefit from NDIS-specific software. It reduces manual admin, ensures accurate SCHADS calculations, and helps avoid Fair Work and NDIS audit issues.

3. Which software is best for small NDIS providers?

Imploy is the best option for small to mid-sized providers because it offers a free plan for teams of up to 5 users and includes core features like rostering, timesheets, invoicing, and care management.

4. Does Imploy handle SCHADS award compliance?

Yes. Imploy automatically applies SCHADS penalties, overtime, shift loadings, and sleepover rules - reducing manual calculations and payroll mistakes.

5. What is the difference between rostering software and payroll software?

Rostering software schedules shifts, while payroll software calculates pay based on SCHADS rules. A true NDIS platform like Imploy integrates both to avoid mistakes such as incorrect penalties or shift mismatches.

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