Top VisiCase Alternatives for NDIS Providers in 2025

Running an NDIS business means balancing client care with complex compliance, rostering, funding claims, and workforce management. Many providers use VisiCase, a long-standing care management platform in Australia. While VisiCase has helped organisations streamline operations for years, it isn’t the perfect fit for everyone.

From lack of pricing transparency to longer onboarding times and missing advanced AI features, many providers are exploring alternatives that offer faster setup, smarter automation, and clearer costs.

In this article, we’ll explore the top VisiCase alternatives for NDIS providers in 2025: imploy, AlayaCare, CTARS, and Sandwai.
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Why Look for Alternatives to VisiCase?

VisiCase is powerful, but providers often point to these drawbacks when comparing it with newer solutions:

• No Pricing Transparency - costs aren’t publicly listed, making budgeting harder.
• Complex Setup and Longer Onboarding - tailored implementations mean delays for providers who want to start quickly.
• Potentially Higher Costs - setup fees and minimum user requirements can be challenging for smaller teams.
• No Advanced Incident Management - lacks automated escalation or analytics that many modern systems now include.
• No Advanced AI - unlike newer platforms, VisiCase doesn’t use AI for smarter rostering, compliance risk detection, or predictive scheduling.

For providers seeking cost efficiency, smarter tools, and faster deployment, there are strong alternatives available.
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Top VisiCase Alternatives for NDIS Providers

1. imploy

imploy is a modern care management platform designed specifically for NDIS and aged care providers in Australia. Created by a provider, it understands the unique challenges of the sector and eliminates the need for juggling multiple tools.

Key Features:

• Care Management: Centralised system to store client records, update care plans, and track progress over time.
• Smart Rostering: Quickly assign and adjust shifts using a visual drag-and-drop interface, with real-time availability and last-minute flexibility.
• Mobile App: Support workers can view rosters, record notes, and check in/out of shifts directly from their phones.
• Payroll & Invoicing: Integrated with Xero, PRODA, and STP for faster billing, timesheet processing, and payroll management.
• Compliance Tools: Automatic alerts for expiring documentation, incident logging, and staff screening to maintain regulatory compliance.
• CRM & Enquiries: In-built customer relationship tools for handling leads, tracking referrals, and simplifying onboarding.
• Supplier Portal: Manage third-party providers, track external services, and streamline documentation in one platform.
• Real-Time Reporting: Interactive dashboards to monitor service delivery, track budget usage, and analyse funding in real time.
• AI Features:
  - Smart Shift Matching: Uses AI to assign the most suitable support worker based on the client’s needs, staff location, availability, skills, and previous interactions -helping reduce travel time and boost consistency.
  - Intelligent Note Enhancement: Refines rough shift notes into clear, well-structured summaries by improving tone, grammar, and extracting key insights -enhancing compliance and communication.
  - AI Powered Risk Identification:  Uses AI to analyze shift notes for key phrases, rating risk from 0 to 10, with plans to allow converting high-risk notes into incidents.
  - AI Chatbot : Provides role based access to company data, including shifts, client info, and financial data.

To explore how these innovations are shaping the sector, check out our detailed blog on : AI Features of imploy.

Pros:

• Smart rostering with real-time updates
• Replaces 4-5 other tools with one unified system.
• PRODA integration(coming soon).
• Supplier and payroll tools to manage external services.
• Advanced AI features.
• Affordable and scalable for teams of all sizes.
• Dedicated mobile app for support workers.
• Excellent local support.
  

Cons:

• 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. 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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3. CTARS

CTARS is a cloud-based client management system built for disability services, out-of-home care (OOHC), and children’s service providers in Australia. Established in 2010, it was developed to help organisations improve efficiency in client management, compliance, and day-to-day operations. The platform is designed to simplify documentation, reporting, and incident handling while supporting compliance with sector requirements such as the NDIS and OOHC standards.

Key Features:

• Incident Management: Enables frontline staff to submit NDIS-compliant incident reports (e.g., injuries, critical events) quickly and link them directly to client files.
• Billing and Invoicing: Integrates billing, invoicing, and budget management for clients, including NDIS budget tracking.
• Cloud-Based Accessibility: Accessible from any device with an internet connection, enabling remote work and real-time collaboration.
• Custom Forms & Reporting: Build tailored forms and generate reports to fit unique organisational workflows.
  

Pros:

• Specialized for Care Services: Tailored for NDIS and OOHC providers, ensuring compliance with industry regulation.
• Scalability: Flexible pricing based on client tiers, allowing providers to pay only for the services they deliver.
• Customizable Forms: Tools to create tailored forms and workflows to suit specific service needs.

Cons:

• Pricing Complexity: Costs scale with service level (e.g., staffed accommodation clients cost more), which may be expensive for larger organizations.
• Internet Dependency: As a cloud-based system, it requires a stable internet connection for access.
• Limited Public Reviews: Few independent user reviews are available, making it harder to assess real-world performance beyond the official website.
  

Pricing:

• Minimum licence cost: $100 per month.
• Initial setup cost: $2500.
• Admin only clients: Free.
• Support coordination & plan management clients: $10 per client per month.
• Community based support clients: $20 per client per month.‍
• Staffed accommodation clients: $60 per client per month, which reflects the complexity of services provided in these scenarios.
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4. Sandwai

Sandwai is an award-winning, cloud-based software platform purpose-built for Australian home care, community care, and disability service providers. Founded in 2013 and Australian-owned, it offers specialized solutions for scheduling, care management, funding compliance, and mobile workforce coordination. The platform focuses on automating workflows, improving operational efficiency, and enhancing client care through intelligent features and seamless integrations.

Key Features:

Sandwai includes a comprehensive suite of features tailored for care providers:

• Funding Management: Supports NDIS, Home Care Packages (HCP), CHSP, DVA, and other state/federal programs. Automates claims, rate updates, and budget forecasting.
• Mobile App: A native app for support workers enables real-time access to schedules, client notes, and task management.
• Smart Schedule Automation: It uses an intelligent scheduling algorithm to match clients with suitable support workers based on availability, qualifications, location, and preferences.
• Automated Claims & Invoicing: Streamlines billing, invoicing, and payment reconciliation while reducing administrative errors.
  

Pros:

• Industry-Specific Design: Tailored for Australian home care and disability sectors, ensuring compliance with local regulations.
• Scalability: Suitable for small to large providers, with flexibility to handle multiple funding types and complex care scenarios.
• User-Friendly Interface: Intuitive design with minimal training required, praised for efficiency gains.
• Australian-Based Support: Responsive, experienced support team and dedicated Implementation Success Specialists.
  

Cons:

• Limited Public Pricing: Pricing details are not publicly disclosed, requiring potential users to request a demo or quote.
• Specialization Limitation: Focused primarily on Australian care providers, which may not suit organizations outside this sector or those needing generic practice management tools.
• Mobile App Dependency: While the mobile app is robust, reliance on internet connectivity may be a constraint in remote areas with poor coverage
• Limited Pricing Transparency: Sandwai does not disclose setup or ongoing cost details publicly, meaning prospective users must contact the company for estimates.

Pricing:

• Not mentioned in the website.
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Comparison Table

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Why imploy is the Best VisiCase Alternative

While platforms like AlayaCare, CTARS, and Sandwai offer strong capabilities, imploy stands out as the best VisiCase alternative for NDIS providers, here’s why:

• Purpose-Built for Australian NDIS & Aged Care
  Unlike global platforms, imploy is designed specifically for Australian providers, with built-in PRODA integration, SCHADS award automation, and Single Touch Payroll (STP) support - reducing compliance headaches.
• Advanced AI Capabilities
  imploy offers features VisiCase doesn’t, like AI-powered smart shift matching, risk detection in shift notes, and automated note enhancement, helping providers save time and deliver higher-quality care.
• Transparent, Affordable Pricing
  With plans starting free (for up to 5 users) and clear per-user monthly pricing, imploy is far more budget-friendly than platforms that require demos, hidden setup fees, or minimum licence costs.
• All-in-One Platform
  imploy replaces multiple systems by combining rostering, payroll, compliance management, CRM, supplier portal, and reporting, simplifying operations and reducing the need for third-party tools.
• Fast Setup and Excellent Local Support
  With quicker onboarding than traditional platforms like VisiCase, plus responsive Australian-based support, imploy enables providers to get up and running smoothly without long implementation delays.

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Final Thoughts

Choosing the right care management software is one of the most important decisions an NDIS provider can make. While VisiCase has supported many organisations for years, today’s providers need faster onboarding, smarter automation, and more transparent pricing.

Platforms like AlayaCare, CTARS, and Sandwai all bring valuable features to the table, but imploy stands out as the most complete, affordable, and future-ready solution. With AI-powered tools, built-in compliance, and an all-in-one design, imploy helps providers save time, reduce costs, and focus on what matters most: delivering quality care.
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FAQs

1. Why should I consider switching from VisiCase?
Many providers explore alternatives because of VisiCase’s lack of pricing transparency, longer onboarding times, and missing advanced AI features that newer platforms now offer.

2. Is imploy suitable for both small and large NDIS providers?
Yes. imploy’s pricing starts free for up to 5 users and scales affordably for larger teams, making it suitable for providers of all sizes.

3. Does imploy integrate with accounting and compliance systems?
Yes. imploy integrates directly with PRODA, Xero, and Single Touch Payroll (STP), ensuring smooth financial and compliance management.

4. How does imploy’s AI help providers?
imploy’s AI can match the right support worker to each client, refine shift notes into compliant summaries, detect risks in documentation, and even provide chatbot-style access to company data.

5. How long does it take to get started with imploy?
Onboarding is quick and straightforward, especially compared to older systems like VisiCase. Most providers can get up and running in days, not months.