Case study · Ausvanta

How we engineered Ausvanta

Ausvanta is NDIS software for Australian providers: rostering, GPS time tracking, incidents, care notes, compliance and claim batches in one platform. Ausvanta is a product of Neural Networks Group Pty Ltd, engineered by Cognify Digital.

This page is about the engineering. If you are an NDIS provider looking for the software itself, go to Ausvanta directly.

Visit ausvanta.com.au → Book an Ausvanta demo

The brief

NDIS providers were running their operations across spreadsheets, paper case notes, manual rosters and several systems that did not talk to each other. The brief was one platform that office staff and support workers in the field could both use, with the records a provider needs at audit captured while the work happens rather than assembled afterwards.

What we built

• A web platform for the office: participant records, service agreements, rostering with one-off and recurring shifts and ranked worker suggestions, and SIL and group supports.
• A worker mobile app: shifts, notes, task items, and GPS and selfie clock-in from the field.
• Timesheets from verified shifts: completed, verified shifts become timesheet entries; approval stays a human decision.
• Incident management: capture and triage against a live statutory clock. The reportability decision stays with the provider, and nothing is submitted automatically.
• Compliance and audit: credential checks, with NDIS Worker Screening gating shift-readiness; audit packs; governance registers; and a full audit trail of every system activity and data change.
• Claims and billing: a claim review queue that validates and batches claim lines, then prepares and exports NDIS claim batches for lodgement. It does not submit claims to the NDIA and has no PRODA or PACE connection. Invoicing, billing exports and a funding dashboard sit alongside it; Xero integration is available on request.

Engineering decisions that shaped it

• People keep the regulated decisions. Incident reportability, timesheet approval and claim lodgement stay with the provider. The software prepares the work and keeps the evidence; it does not decide.
• Evidence is captured at the point of work. Service verification and structured shift notes are recorded on the shift, so audit evidence is a by-product of doing the job.
• Every action is recorded. System activity and data changes go into a chronological audit trail.
• Australian hosting, role-based access. Primary application infrastructure runs in AWS's Sydney region, with role-based permissions for sensitive disability-service records.

What is not live yet

SCHADS-aware payroll, PRODA/myID integration, PACE, automated payment reconciliation and an iOS app are on the roadmap. They are not part of the current platform. Capability availability depends on the current Ausvanta product release and agreed implementation scope.

What this means for your project

Engineering and running a product in a regulated sector is the experience we bring to client work: releases, support, security and the edge cases that only show up once real people depend on a system. If you need a system built around your own process, see custom software development. If you are a care provider who needs something Ausvanta does not cover, see bespoke software and integrations for care providers.