Put both quotes on the same basis
Use Australian dollars including GST for all cash amounts below. If a published software price excludes GST, convert it where GST applies and confirm the invoice basis with the vendor. Enter your estimated internal transition cost as the actual cost to your organisation. This is a purchasing comparison, not a tax calculation.
Keep the same period, required features and team size across quotes. A low-cost note-taking tool and a full roster platform are not equivalent simply because both are called NDIS software. Record the workflow each quote actually covers.
Check the billing unit and the minimum
ShiftCare’s published pricing is per user with a five-staff minimum; its annual headline and monthly option have different rates and commitment. Brevity’s pricing page uses client-based pricing and a calculator. These are different denominators, so do not compare the unit figures as though they describe the same organisation.
Ask whether administrators, casual workers, inactive accounts, test users or archived participants count. Confirm how additions and removals change the bill. For a growing team, run a second scenario rather than pretending the starting quantity lasts forever.
Include costs that are easy to miss
| Cost | Where to check |
|---|---|
| Recurring extras | Messaging, hosting, support tier, modules, integrations and minimum monthly charge. |
| Getting started | Onboarding, data import, training, configuration and any compulsory services. |
| Internal transition | Your own testing, cleanup, duplicate operation and staff learning time. |
| Leaving | Export availability, retained access, notice period and any exit work. |
| Renewal | Introductory price expiry, term, price-change rules and renewal amount. |
CareMaster’s public page lists optional/integration-related amounts as well as licence tiers. Confirm which apply to your quote. Do not silently assume an uncertain item is free.
Try the fictional example, then enter your own quotes
Example only: a quote is A$10 per user per month including GST, with five licences minimum. You need three users, have A$20 monthly extras, A$200 setup and A$300 internal transition cost. The monthly scenario is A$70; first-year cost is A$1,340. Those figures are invented to show the calculation.
The calculator assumes a constant quantity and rate for twelve months. It does not model stepped tiers, mid-year changes, refunds, finance charges or uncertain usage. For those cases, ask the vendor for a month-by-month quote. A monthly equivalent on an annual plan does not mean monthly payment.
Use the result alongside a task demonstration
Choose only after the essential workflow passes a demonstration. A lower total cannot compensate for a missing required function. Use the demo scorecard and the switching checklist alongside the cost comparison.
ProviderQMS is one option for quality documents, actions and evidence; see its current published offer. It is not presented here as a like-for-like replacement for every roster or billing platform. NDISCompliant shares its owner, and the directory identifies that relationship.
Two-quote cost worksheet
Use business requirements and internal references only. Entries stay in this page and are lost when you leave or reload. Print or download your brief before leaving.
Compare two steady 12-month scenarios
All amounts: AUD including GST where applicable. Enter every required cost, including an explicit 0 for a confirmed zero. Blank means unknown. This excludes tiered pricing and changing usage; keep the quote for those cases. No data is sent or stored.
Complete both quotes to compare the scenario totals.
Formula: 12 × (rate × max(required units, minimum) + recurring extras) + setup + internal transition. Renewal scenario: 12 × entered renewal monthly total; no setup or transition repeated.
Source: https://ndiscompliant.com.au/marketplace/ndis-software-cost-calculator/ · 3 October 2026
Sources and editorial approach
Source pages checked 3 October 2026. Linked official guidance and vendor statements are identified separately from our suggested evaluation methods. Examples are fictional. Research and drafting used AI assistance; this guide does not claim practitioner approval or independent vendor testing.