For providers
Keep your existing systems. Add an independent evidence layer.
Your software records what was delivered and produces the claim. The harder question is whether the records behind those claims hold together — and that is a question nobody in your stack is currently asking.
The three failures, in the order they cost money
None of these are visible to claim validation, because in every one of them the claim itself is perfectly well formed.
The claim has no record behind it
Delivered and billed, but nobody wrote it up — or the record sits in a system nobody has reconciled against the claims.
The record contradicts the claim
Six hours claimed, a note describing one. Personal care billed, a note about a trip to the shops.
The window closed
Work delivered and never claimed inside the window. That is not a paperwork problem — it is revenue that cannot be recovered.
From 1 December 2026 the claiming window drops from two years to 90 days, which turns the third one from an annual reconciliation problem into a weekly one.
What a provider organisation actually gets
Everything below exists in the product today. Where a workflow is something we run with you rather than something you self-serve, it says so.
Claim import
CSV import with a preview that runs in your browser before anything is sent. Day-first dates, ambiguous ones flagged and confirmed rather than guessed.
Claim-to-note matching
Ranked candidates on same-day records; an admin confirms every link. A wrong link produces a false assessment, which is worse than no link at all.
Evidence assessment
Six checks per claim, each reported on its own with the record that caused it.
Exposure dashboard
Claim value requiring attention, with the no-record and could-not-assess buckets kept separate from it.
The 90-day clock
Each claim carries the window that applies to its delivery date, with an email digest as thresholds are crossed.
Evidence pack export
A PDF of the claims that are matched and scored, for handing to a reviewer.
Incident and restrictive practice register
Six-category classification with the 24-hour and five-business-day clocks. ShiftNote proposes; a person always confirms.
Free note writing for every worker
Unlimited workers on every paid plan, and free permanently for individuals whether or not you ever buy anything.
Not in the product: rostering, payroll, invoicing, participant portals, and any authenticated connection to another system. What we can read today is CSV, and we would rather say that than call it an integration.
Who in your organisation this is for
Different people need different answers out of the same data.
Operations manager
Which claims have nothing behind them, which workers are consistently missing a record, and what has to be fixed this week rather than this quarter.
Quality and compliance
Evidence packs you can hand over without assembling them by hand, and a record history that answers when a note was written rather than asking you to vouch for it.
Finance
Claim value with unresolved documentation issues, as a dollar figure, and which claims are approaching the end of their claiming window.
Owner or director
One number for how much of your claimed revenue is currently supported by retrievable records — and an honest one, with the parts we could not assess reported separately.
Service delivery manager
Where documentation is breaking down by team and support type, before it turns into a pattern somebody else finds.
The workforce argument, which is the one most providers have not thought about
It is not about note quality. It is about who holds the record.
A support worker writing notes in their own personal account owns those records. Your organisation cannot access them, cannot export them, and cannot produce them when somebody asks. When the worker resigns, the evidence behind the shifts you claimed for goes with them — and support work turns over at roughly a quarter of the workforce a year.
That matters more than it used to, because records relating to the payment and receipt of NDIS funds have to be kept for seven years.
An organisation account is what turns those notes into records you hold: every worker’s notes in one place, attached to the claims they substantiate, and exportable when a review asks for them.
What the rule says
Providers must keep records relating to the payment and receipt of NDIS funds for seven years, and failing to keep them attracts a civil penalty.
Applies to: Providers receiving NDIS funds.
Where this is not the whole answer
The retention obligation and the penalty come from the 2026 amendments. We have verified them against the Department’s published explanation, not against the section text, and we have not had them reviewed by an Australian lawyer. Confirm the detail — including exactly which records are captured — before relying on it.
Not yet reviewed by an Australian lawyer. We have set it out as the responsible agency states it. Get your own advice before you make a decision that turns on it.
- Official source
- National Disability Insurance Scheme Amendment (Securing the NDIS for Future Generations) Act 2026Parliament of AustraliaRoyal Assent 20 August 2026
- How we checked it
- Checked against the agency’s published summaryLast verified 4 September 2026
The amending Act that shortens the claim window, adds record-keeping obligations and expands payment assurance powers under the NDIS Act 2013.
Read the official source(opens in a new tab)- Official source
- About the changes to the NDISDepartment of Health, Disability and Ageing
- How we checked it
- Checked against the agency’s published summaryLast verified 4 September 2026
The Department’s own plain-English explanation of what the 2026 amendments change and when each change starts.
Read the official source(opens in a new tab)What it costs, and what the price is metered on
Claim value, not seats. Seats measure how many people you employ; claim value measures how much revenue is exposed, and a 2:1 SIL shift carries far more scrutiny per worker-hour than a community access one.
Team
Up to $150,000 claimed per month
$299/mo
$0 until 1 December 2026 · unlimited workers
Provider
$150,000 to $600,000 claimed per month
$899/mo
$0 until 1 December 2026 · unlimited workers
Assurance
Over $600,000 claimed per month
from $2,400/mo
$0 until 1 December 2026 · unlimited workers
AUD, excluding GST. Full pricing, including annual terms and the Evidence Exposure Report.
What providers ask before a pilot
- Do we have to replace our care-management system?
- No. ShiftNote does not do rostering, payroll, invoicing or participant management, and is not going to. You export claims from the system you already run and import them here; the notes can be written here or pasted in from elsewhere.
- What data does ShiftNote need?
- A claims export as CSV — participant reference, worker name, support item, delivery date, duration and amount — and the records that evidence those claims. Nothing else is required to produce an exposure picture.
- What happens when it finds a gap?
- It reports the issue, the record that caused it, and what to do about it. It never edits a note, never links a claim to a record on your behalf, and never submits anything. An admin confirms every claim-to-note link.
- Is any of this automated decision-making?
- No. The checks are deterministic code over your records; the note drafting is AI that a worker reviews and confirms. Nothing is finalised, submitted or decided without a person.
- How is our data protected?
- The database is in Sydney with row-level security on every table. Note drafts are produced by Anthropic in the United States, which is the one exception to Australian residency and is stated plainly on our trust centre along with every other subprocessor.
- What does it cost?
- Provider plans are metered on monthly NDIS claim value rather than seats, so every plan includes unlimited workers. Nothing is charged to any provider before 1 December 2026.
ShiftNote provides software and operational information, not legal advice. Providers remain responsible for understanding the requirements that apply to their own circumstances.
Three ways in, in order of commitment
- 1. Run the free audit. Your claims file never leaves your browser. It shows claim-window exposure from your dates — no signup, no call.
- 2. Take the Evidence Exposure Report. We run the full pipeline on your claims and your records and hand you the findings.
- 3. Run it yourself. Import, match and monitor on an ongoing basis, with your whole workforce writing notes in one place.