Top 5 The Lookout Way Alternatives for NDIS Providers in 2025

The Lookout Way is an all-in-one care management software designed for aged care providers. It brings together admin dashboards, a care worker app, and a client-family app into a single integrated system. Its strengths include AI-powered risk detection, streamlined workflow management, and real-time client updates for families, making it a valuable tool for many providers.

However, some organisations may find limitations with the platform. Pricing can be on the higher side with add-on costs for certain modules, document management isn’t as strong as competitors, and NDIS compatibility is not as comprehensive as some providers require.

This blog explores the top 5 alternatives to The Lookout Way - imploy, Keen Care, AlayaCare, iinsight, and Vertex360 to help providers compare options and choose the right fit for their operations.
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Why Consider Alternatives to The Lookout Way?

While The Lookout Way is feature-rich, it does present challenges that may prompt providers to consider other solutions:

• NDIS compatibility: The platform isn’t fully optimised for NDIS billing and reporting, which can require workarounds for providers delivering disability services.
• Document management: Users often note difficulty in storing and retrieving notes, assessments, and reports compared to more document-focused systems.
• Add-on costs: Some core features are sold as extras, making total costs higher than anticipated.
• No AI tools for smart matching or automated documentation: Lacks features like AI-assisted shift allocation or intelligent note enhancement to reduce admin time and improve accuracy.
• Overall cost: With a starting subscription of around $300/month, The Lookout Way may not be cost-effective for smaller providers or those just starting out.

Different providers also have different priorities, some need a rostering-first solution, others want strict compliance reporting, while smaller operators may look for affordability and simplicity.

Exploring alternatives ensures providers find a platform that aligns with their size, services, and long-term goals, potentially offering better value and usability than The Lookout Way.
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Top Alternatives to The Lookout Way

1.imploy

imploy is a comprehensive care management platform designed specifically for Australian NDIS and Home Care Package (HCP) providers. Unlike many other systems, it caters to both funding streams, giving it the flexibility to support a wide range of care organisations.

Whether offering NDIS services, aged care, or private care, imploy helps providers manage operations with ease while maintaining compliance.

Key Features:

• Smart Rostering: Quickly assign and adjust shifts using a visual drag-and-drop interface, with real-time availability and last-minute flexibility.
• ‍Payroll & Invoicing: Integrated with Xero, PRODA, and STP for faster billing, timesheet processing, and payroll management.
• Mobile App: Support workers can view rosters, record notes, and check in/out of shifts directly from their phones.
• Compliance Tools: Auto alerts for document expiry, incident tracking, and worker screening.
• Care Management: Centralised system to store client records, update care plans, and track progress over time.
• CRM & Enquiries: Built-in tools for sales, lead tracking, and onboarding.
• Real-Time Reporting: Track budgets, funding utilisation, and service delivery with live dashboards.
• AI Features:
  - Smart Shift Matching: Automatically assigns the most suitable support worker based on client needs, location, skills, availability, and care continuity - reducing travel and improving consistency.
  - Intelligent Note Enhancement: Transforms rough shift notes into clear, compliant summaries by improving language and highlighting key observations.
  

Pros:

• AI-Powered Smart Matching.
• Direct PRODA Integration(Coming Soon).
• Mobile App with Geo-Attendance.
• Modern, User-Friendly Interface.
• Live Dashboards & Real-Time Reporting.
• Built for both NDIS and aged care (CHSP/HCP).
• Built-In HR & Recruitment Tools.
• Flexible Pricing and Support for Aged Care.
  

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. Keen Care

Keen Care is an Australian-developed, cloud-based care management platform tailored for NDIS, aged care, community care, and allied health service providers. It streamlines operational workflows, automates scheduling, invoicing, compliance, and offers mobile-first tools for caregivers and guardians.

Key Features:

• Mobile-First Caregiver App: Caregivers can manage daily schedules, mark tasks as completed with timestamps and notes, receive real-time alerts, and access integrated GPS navigation for seamless in-field operations.
• Automated Scheduling & Rostering: The platform supports daily, weekly, and monthly shift planning with drag-and-drop simplicity, minimizing conflicts and accommodating last-minute changes.
• Compliance & Reporting Dashboard: Automated compliance monitoring generates audit-ready reports aligned with NDIS and aged care standards, while real-time dashboards and analytics enable data-driven decision-making.
• Built-In Financial Integrations: Keen Care integrates with SCHADS Award rules and financial tools like Xero to support accurate payroll, billing, invoicing, and automated NDIS plan reconciliation.

Pros:

• Automated compliance & audit-ready reporting.
• Real-time, mobile-first design with offline functionality.
• User-friendly UI.
• Automated scheduling.

Cons:

• No direct PRODA integration.
• No Single Touch Payroll.
• No public pricing transparancy.
• No advanced AI Features
  

Pricing:

• Price provided on request by Keen Care.
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3. AlayaCare

AlayaCare is an enterprise-grade home care software platform that offers a wide range of features, including client management, scheduling, electronic health records (EHR), and billing. It’s designed for large organisations seeking a highly configurable system and offers deep functionality across care delivery and administration.

Key Features:

• Electronic Visit Verification: GPS-based visit tracking for compliance.
• Visit Optimiser: Matches staff by skills and location.
• Care Management: Centralises client intake, assessments, and dynamic care planning with real-time updates.
• Rostering: Offers drag-and-drop rostering with AI-powered worker matching and built-in visit verification.
• Progress Notes & Documentation: Enables mobile note-taking with voice-to-text and real-time syncing to client records.
• Staff Mobile App: Allows workers to clock in/out, access care plans, and submit documentation from any device.
  

Pros:

• Comprehensive All-in-One Platform.
• Advanced AI Capabilities.
• User Friendly Mobile App.
• Customisable & Scalable.
  

Cons:

• Higher pricing - less ideal for small or solo providers.
• No build in PRODA integration.
• No Single Touch Payroll.
• Requires time and training to onboard and configure.
  

Pricing:

• To get a precise quote, you must contact AlayaCare directly, as plans are tailored and based on your organisation’s profile and service requirements.
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4. iinsight

iinsight is a cloud-based case and practice management platform tailored for allied health and NDIS providers, offering secure, customizable workflows that streamline client management, billing, and reporting. It combines flexibility with compliance-focused automation to help reduce administrative burden while improving productivity.

Key Features:

• Appointment Scheduling & SMS Notifications: iinsight helps to manage client appointments via a unified calendar and send SMS confirmations and reminders to reduce missed bookings.
• Bulk Invoicing & Bulk Emailing: iinsight lets you generate and send multiple invoices simultaneously with custom branding for faster cash flow and reduced admin effort. It also tracks sent invoices automatically if you're using an IMAP email setup and can group invoice items for insurance compliance.
• Auto-Populate Templates & Bulk Workflow: iinsight allows users to prefill clinical notes, emails, reports, invoices, and forms using customizable templates, significantly reducing manual entry and enhancing data accuracy.
• Custom Forms & Secure Case Management: iinsight lets you create customizable forms tailored to specific workflows, while maintaining a collaborative and secure environment for client documentation and team access control.
  

Pros:

• AI chat support.
• Flexible & customisable case note templates.
• User firendly UI.
• SMS & email reminders.
  

Cons:

• No advanced AI features.
• Limited pricing transparancy.
• Complex learning curve.
  

Pricing:

• Prices provided on request by iinsight.
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5. Vertex360

Vertex360 is an NDIS software platform designed to help providers manage key aspects of their operations, including case management, rostering, invoicing, and compliance tracking. It offers a structured approach and covers many core functions, making it a viable option for providers looking to streamline basic workflows.

Key Features:

• Integrated Participant CRM: Centralized platform for managing client records, support plans, preferences, communication history, and case notes in one place.
• Roster & Timesheet Management: Schedule staff, allocate shifts, and track shift details and compliance within the platform.
• Applicant Tracking & Recruitment Tools: Built-in ATS for managing job applicants, interview coordination, and recruitment workflows
• Xero & Accounting Integration: Seamless sync of timesheets and invoices directly into Xero for real-time financial reconciliation and accuracy.
• Worker Mobile App: Support workers access schedules, participant info, submit progress notes and feedback from the mobile app.
  

Pros:

• Clean, User-Friendly Interface.
• Strong Recruitment & Applicant Tracking.
• Mobile App for Support Workers.
• Integrated Xero Sync.
  

Cons:

• No Direct PRODA Integration.
• No AI-Powered Smart Rostering.
• Limited KPI Reporting.
  

Pricing:

• Total Suite: $25 per month (1-5 users) + $99 Onboarding Charges + $3 per File - Data Migration Charge.
• Platinum Suite: $50 per month (1-5 users) (minimum one year contract).
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Comparison Table

Why imploy is the Best Alternative?

Among all the alternatives to The Lookout Way, imploy stands out as the most complete solution for Australian NDIS and aged care providers. Here’s why:

• Supports Both NDIS and Aged Care
  Unlike many platforms that focus on either NDIS or aged care, imploy is designed to manage both seamlessly, making it ideal for providers delivering multiple funding streams.
• Direct PRODA Integration
  imploy connects directly with PRODA for claiming and compliance, removing the need for manual uploads or third-party add-ons.
• All-in-One Platform
  From rostering, payroll, and invoicing to CRM, HR, and supplier management, imploy consolidates everything into a single system, eliminating the hassle of juggling multiple tools.
• AI-Powered Features
  Smart shift matching, intelligent note enhancement, and risk detection help providers save time, reduce admin, and ensure compliance in ways The Lookout Way does not offer.
• Built for Australian Providers
  Developed locally, imploy is designed around the needs of Australian providers, including compliance with NDIS, HCP, and CHSP standards.
• ‍Flexible and Affordable Pricing
  Unlike The Lookout Way’s higher entry cost, imploy offers flexible pricing models that suit both small providers and larger organisations.

For providers who want a future-ready, AI-enhanced, and compliance-driven solution that covers both aged care and disability services, imploy is clearly the best alternative to The Lookout Way.

Final Thoughts

Choosing the right care management software is critical for streamlining operations, ensuring compliance, and improving the quality of care delivered to clients. While The Lookout Way offers strong features for aged care providers, alternatives like imploy, Keen Care, AlayaCare, iinsight, and Vertex360 provide solutions that better cater to a variety of provider needs, whether it’s NDIS compliance, rostering, payroll integration, or AI-assisted features.

Among these options, imploy emerges as the most versatile and future-ready platform for Australian NDIS and aged care providers. With AI-powered smart shift matching, integrated payroll and HR tools, PRODA integration, and a modern mobile app, it delivers efficiency, compliance, and affordability in one package. Providers of all sizes can benefit from its flexible plans, helping reduce administrative burden while improving service delivery.
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FAQs

1. Can Imploy completely replace The Lookout Way?
Yes. For most providers, imploy can fully replace The Lookout Way. It offers all core features - rostering, payroll, invoicing, mobile apps, client records, and compliance tools, while also supporting both NDIS and aged care funding streams.

2. Which software is best for NDIS and Home Care Package providers?
imploy is designed to support both NDIS and HCP funding streams, making it a versatile choice for organisations delivering multiple types of care.

3. Which alternative has AI-powered features?
imploy stands out with smart shift matching, intelligent note enhancement, and risk detection. AlayaCare offers AI-assisted visit optimisation. Other platforms generally do not provide advanced AI features.

4. Does imploy integrate with payroll and compliance systems?
Yes. imploy includes built-in SCHADS award automation, Single Touch Payroll (STP), and direct PRODA integration, eliminating the need for multiple third-party tools.

5.Which option has the most advanced rostering features?
imploy uses AI Matching for smart rostering, and has the most advanced rostering features among all the alternatives.