Pricing for the way small care businesses actually work
No percentage of your invoices. No per-participant fee. No minimum users. Published prices, ex GST. Free for 2 months.
Everything in Basic, free for 2 months — on your real clients, your real invoices.
No percentage of your invoices. No per-participant fee. No minimum number of users.
2 months free
A$0
Trying Basic on your real operation
1 login · 1 worker sign-in included
Unlimited clients
The full Basic feature set for 2 months — then your workspace goes read-only until you subscribe. Nothing is deleted. New workspaces open once the business is verified: usually straight away, sometimes within one business day. Want to look around before your real clients go in? Load sample data first.
Basic
A$15/month ex GST
A sole trader running on invoices
1 login · 1 worker sign-in included, then A$5 each · 2 worker records
Unlimited clients
Clients & service agreements · Scheduling, check-in/out & signatures · Progress notes · Unlimited invoicing from completed visits · Bill to self-managed clients or plan managers · Travel time and kilometre lines · NDIS-compliant invoice content (ABN, participant number, item codes) · Expenses · Business reports · NDIS + Support at Home starter catalogue · Credential expiry reminders · Schedule subcontractors as workers — no seat needed
Pro
A$30/month ex GST
A small team with care plans and compliance
2 logins included, then A$10/user · 2 worker sign-ins included, then A$5 each · 4 worker records
Unlimited clients
Everything in Basic, plus: Care plans · Incident management · Funding plans and balance alerts · Client statements · AI-drafted client messages · Client co-contribution billing · Contractor self-billing (RCTI) · Supplier bills · Staff payslips · Automation rules
Dedicated
Priced on your organisation
For an established provider
Your own workspace · Your branding · Your configuration · Guided onboarding
Everything in Pro, plus claim batches, a timesheet export, multi-entity and accounting export.
How the pricing works
- Ex GST
- Prices are in Australian dollars and exclude GST. Your invoice adds GST on its own line.
- Per month
- Pay for one, three, six or twelve months at a time. We invoice the term, and the plan switches on when payment clears.
- Login
- A full sign-in for whoever runs the business — clients, rates, invoicing and everything a worker can do.
- Worker sign-in
- A cheaper login for the people doing the visits. They see their own visits and nothing else. (If you switch on earlier notes, they can also read the last three finalised progress notes about the client they are about to visit.)
- Worker records
- The people you can put on the roster, whether or not they sign in. Every paid login of either kind lets you keep one active.
- Free months
- Everything in Basic, no card. When they end, the workspace goes read-only until you subscribe — nothing is deleted.
What a team pays
| Team | Plan | Per month, ex GST | How it adds up |
|---|---|---|---|
| Just you | Basic | A$15 | Basic A$15, nothing extra |
| 2 in the office, 3 doing visits | Pro | A$35 | Pro A$30 + 1 more worker sign-in at A$5 |
| 3 in the office, 6 doing visits | Pro | A$60 | Pro A$30 + 1 more login at A$10 + 4 more worker sign-ins at A$5 |
Assumes everyone doing visits has their own worker sign-in. Someone you only put on the roster does not need one.
Claims and pay, by plan
What each plan does with claiming and payroll, including what no plan does yet.
| What it does | Basic | Pro | Dedicated |
|---|---|---|---|
| Invoices from completed visits, to plan managers or participants | Yes | Yes | Yes |
| Claim batches, exported to Xero or as a CSV of claim lines | No | No | Yes |
| Submitting claims to the NDIA — PRODA, the myplace portal or PACE | Not on any plan | ||
| Hours for your payroll system | Your visit list, as a CSV | The visit list, plus each employee’s hours, pay and super as a CSV | Everything in Pro, plus a timesheet of booked and actual minutes |
| Monthly payslips for employees | No | Yes | Yes |
| A pay-run file for your payroll provider | Not on any plan | ||
| SCHADS award interpretation — penalty rates, broken shifts, allowances | Not on any plan | ||
A payslip here is a monthly summary of each employee’s visits, wages, super and reimbursements. It is not a statutory payslip: tax and net pay stay in your payroll system.
The CSV of claim lines is not in the NDIA’s bulk payment request format, so it cannot be uploaded to the portal as it stands. On Basic and Pro, your invoices go to the plan manager or the participant, who pay you directly.
Included on every plan. Unlimited clients. The current NDIS price list, loaded. Your data in Australia. Works on your phone. Cancel any time — no lock-in contract.
What costs extra. Additional logins and additional worker sign-ins, at the rates on the cards above. SMS messages, charged at cost. That's the list.
Comparing this with something else? Each of these works one competitor's pricing through against ours, on the shape that product is actually sold on — a minimum number of staff, a per-seat rate, or a free plan with a cap.
Running something bigger?
If you need your own branded workspace, multiple entities or locations, claim batches and accounting exports, or a guided onboarding with your own configuration, that's HarvestFlow Care — Dedicated: a workspace of your own, set up with you rather than by a signup form.
Questions
What happens when my 2 free months end?
Your workspace becomes read-only — nothing is deleted. Subscribe to Basic and everything switches back on exactly where you left it.
Can I subcontract shifts on Basic?
Yes. Record them as a worker and book them against visits — no sign-in needed. If you want them capturing their own check-ins, notes and client signatures at the door, Basic includes 1 worker sign-in; add more for A$5 a month each.
What is a worker sign-in?
A cheaper login for the people doing the visits. They see their own visits and nothing else — check in and out, write the service summary and the progress note, capture the client signature, flag a hazard, keep their availability up to date and upload their own certificates. They do not see your client list, anyone else's schedule, your rates or your invoicing. If you switch on earlier notes, a worker can also read the last three finalised progress notes about the client they are about to visit — nothing else about that client. Basic includes 1 and Pro includes 2; add as many more as you need.
Can someone with a full login also do visits?
Yes. A full login does everything a worker sign-in does — check-in, notes, signatures — plus the office. One person never needs two sign-ins: if they run the practice and do visits, one full login covers both.
How many workers can I keep on the books?
Every paid login — full or worker sign-in — lets you keep one active worker on the books, whether or not that person signs in themselves. Your own worker profile is created when you sign up and uses one. Need more room? Any extra sign-in raises it by one, and deactivating someone frees their place straight away.
What if my team needs more logins?
Add seats any time at A$10 per user per month, no limit — and every paid login also raises how many worker records you can keep active.
Do you handle payroll?
We record hours, visits and contractor self-billing (on Pro), and hand timesheet data to your payroll system — we don't interpret the SCHADS award.
Do you take a percentage of what I invoice?
No. You keep 100%. HarvestFlow is a flat monthly subscription, whatever you bill.
Do I pay more when I take on another participant?
No. Every plan includes unlimited clients.
Is there a minimum number of users?
No. One person on Basic is a completely normal customer.
What happens if I stop paying?
Your workspace becomes read-only — nothing is deleted. You can still see and export your records, and reactivating turns everything back on.
Can I move down a plan?
Plans upgrade, not downgrade. If a plan no longer fits, let it lapse at the end of the term and come back on the plan that does — your data stays where it is.
Is GST included?
Prices are shown ex GST. Your invoice will show GST separately.
How do I pay?
You request a subscription in-app, we issue an invoice with our bank details, and your plan activates when the transfer clears.