Cut the admin. Focus on care
A practical guide for NDIS providers to reduce time lost in scheduling and back-office work.
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The NDIS is at a turning point in 2025. Providers are being asked to deliver more with less, while ensuring compliance and participant outcomes stay at the centre of everything.
But the numbers tell the story:
- Half of providers reported a loss in 2023–24
- 13% only broke even
- 1 in 5 are considering leaving the sector altogether
For many, the biggest challenge isn’t frontline care — it’s the mounting administration. Multiple funding streams, endless reporting requirements, and invoicing under fixed NDIA fees are stretching already thin resources.
Cut admin load dramatically
At Visualcare, we’ve seen how this plays out.
When PALs Inc were running everything on paper, their rostering, invoicing, and compliance processes were overwhelming. “We could have 10 or 15 sheets of paper just for one day,” recalls Tori Wright, from their admin team. Invoicing alone took two full weeks every fortnight.
By moving to Visualcare, PALs cut that admin load dramatically. Rosters are now managed in-app, staff can pick shifts directly, and invoicing is streamlined. “It’s having that immediate access whether you’re remote or not,” says team member Megan Rodda. “And the information we can input is quite thorough.”
The difference? Admin staff now have time to work on projects that grow the organisation, not just keep it afloat.
Real strategies to put into action
What’s inside?
We’ve taken lessons from clients like PALs Inc and built them into a practical guide:
- Six of the most common time drains. Three in scheduling, three in back-office functions
- Three practical strategies with checklists you can apply straight away
- Simple ways to unlock capacity without hiring more staff
- Real-world examples showing how providers have freed up time and reduced risk
