SuccessFlow
Now with AI plan reviews & CoC reports

Everything Support Coordinators need. In one platform.

Manage participants, plans, funding, compliance, case notes, invoicing and reporting from a single intelligent CRM built specifically for NDIS Support Coordinators.

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crm.successflow.com.au
Good Evening, Dev 👋
Welcome back, here's what needs your attention
Sunday, 19 July 2026
Active Participants
6
New Participants
0
Last 30 days
Unassigned
1
No coordinator
Active SCs
1
Monthly Income
$0
Paid this month
Unbilled Income
$7,856
Sent · awaiting
Revenue Overview
Last 12 months
AugSeptOctNovDecJanFebMarAprMayJunJul
Participants by Plan Management
6
Total
Self Managed1(17%)
Plan Managed2(33%)
Agency Managed3(50%)
Participant Funding Health
Healthy (>40%)6
Support Coordinator Workload
View all →
Support CoordinatorParticipants
Dev Tester5
Plan Reviews & Expiries
View →
Reviews overdue0
Due in next 30 days1
Expiring in next 60 days0
Expiring in next 90 days0
Compliance Overview
Compliance →
Plans expiring < 90 days1
Participants pending setup6
Participant funding low0

Built for Support Coordinators of every size

Solo CoordinatorsBoutique PracticesCoordination TeamsMulti-Site AgenciesNew ProvidersEstablished Providers
Why SuccessFlow

The modern operating system for Support Coordinators

Stop juggling spreadsheets, shared inboxes and outdated CRMs. SuccessFlow brings every workflow into one intelligent platform.

Workflow-first

Automate intake, plan reviews, case notes and invoicing end-to-end.

AI built-in

Generate progress reports, plan reviews and CoC summaries in seconds.

Audit-ready

Evidence, incidents and approvals tracked to meet NDIS standards.

Fast & modern

Built on a modern stack with the speed and polish your team expects.

Product

Everything Support Coordinators need in one platform

Eight tightly integrated modules, allowing for one source of truth for participants, staff, funding and compliance.

Participant Management

  • Participant profiles
  • NDIS plan management
  • Goals tracking
  • Stakeholder management

Support Coordination

  • Case notes
  • Progress tracking
  • Service agreements
  • Action plans

Funding Management

  • Budget tracking
  • Utilisation monitoring
  • Funding alerts
  • Plan expiry reminders

Timesheets

  • Auto-generated timesheets
  • Approval workflows
  • Staff tracking
  • Shift mapping

Invoicing

  • Invoice generation
  • Xero integration
  • Payment tracking
  • NDIA-ready exports

Compliance

  • Incident management
  • Audit readiness
  • Evidence tracking
  • Policy controls

AI Documentation

  • Plan review reports
  • Progress summaries
  • Change of circumstance
  • Internal review support

Reporting & Analytics

  • Team performance
  • Revenue tracking
  • Participant outcomes
  • Compliance reporting
Industry first

Timesheet to invoice, fully automated

No other NDIS CRM takes you from a completed timesheet straight to a compliant invoice in both Xero and the participant's plan manager inbox. SuccessFlow does, and already is saving coordinators hours of work everyday.

STEP 01
Timesheet logged

Coordinator finishes a shift — hours captured against the participant and support item.

STEP 02
Auto-matched to funding

SuccessFlow maps the line to the correct plan, category and price guide rate.

STEP 03
Invoice drafted

A compliant NDIS invoice is generated instantly — no re-keying, no spreadsheets.

STEP 04
Sent & reconciled

One-click send to plan managers, NDIA or self-managed participants, synced with Xero and MYOB.

Workflow Automation

Automate the busywork. Keep the human work.

Trigger case-note reminders, funding alerts, document chases and team handovers automatically, so your coordinators spend time with participants, not chasing admin.

  • →Plan expiring in 30 days → notify coordinator + draft review
  • →Budget passes 80% → alert participant + plan manager
  • →Invoice generated → sent automatically to plan manager & Xero
  • →Appointment setup → case note created + ready for approval
Step 1
Trigger
Step 2
Logic
Step 3
Action
When · Plan utilisation > 80%
If · Participant has active coordinator
Then · Draft funding alert + notify team
Run history1,284 runs · 99.8% success
Audit Advantage

Turn audit season into a five-minute export

Most coordinators lose weeks each year assembling evidence for NDIS audits. SuccessFlow tracks compliance in the background, so when your auditor arrives, everything is already indexed, timestamped and ready to hand over.

  • Every case note, plan, incident and approval logged with a timestamp and owner
  • Automatic evidence trails against NDIS Practice Standards
  • Filter by participant, coordinator, date range or standard in seconds
  • Export audit-ready PDF bundles the moment your auditor asks
70%
less time preparing for audits
1 click
to export evidence bundles
24/7
audit-ready, always
Audit tracker
Ready
Practice Standard 1 — Rights100%
Practice Standard 2 — Governance96%
Practice Standard 3 — Service Delivery92%
Incident register100%
Evidence bundleExport PDF · 1,842 items
Switching CRMs

Bring your participants across in a single upload

Bulk import participant records, plans, budgets and case notes from your existing NDIS CRM. Our guided migration handles the mapping, allowing you to be live in days, not months.

Bulk participant import
CSV, XLSX or direct export from your current CRM
STEP 01
Export from your current CRM
We provide guided export instructions for every major NDIS platform.
STEP 02
Drop the file in
Upload participants, plans, budgets, contacts and case notes in one go.
STEP 03
Auto field mapping
SuccessFlow recognises fields from Astalty, Brevity, ShiftCare and Vertex360.
STEP 04
Review & go live
Preview every record, fix flagged items, and switch over the same week.
Direct migration from
Astalty
Brevity
ShiftCare
Vertex360
Spreadsheets
Legacy CRMs
Concierge migration
Free hands-on migration on every paid plan.
Comparison

Why teams switch to SuccessFlow

A modern alternative to legacy NDIS CRMs.

Feature
SuccessFlow
Our competitors
Modern UI & UX
AI Documentation
Workflow Automation
Funding Tracking
Compliance Management
NDIS-specific features
Support Coordination tools
Xero integration
Team management
Custom workflows
Integrations

Plays nicely with your toolkit

Connect the systems your team already uses, and let SuccessFlow be the source of truth.

X
Xero
M
MYOB
O
Outlook
G
Google Calendar
Customer love

Support Coordinators growing with SuccessFlow

"We cut admin time by 14 hours a week. Our coordinators finally get to coordinate."
SW
Sarah Whitman
Director, Pathway Support Co.
"The AI plan reviews alone paid for the platform in the first month."
DO
Daniel Okafor
Senior Support Coordinator
"Audit-ready evidence in one click. I sleep better at night."
MC
Mei Chen
Lead Support Coordinator
Pricing

Pricing that scales with you

Start free as a solo coordinator. Grow into a full agency without changing platforms.

Solo Starter
Part-time / Startup solo
Free
First 3 clients · then $5.50/client
  • Up to 9 participants
  • 1 user login
  • Core participant management
  • Case notes & service agreements
  • Email support
Most popular
Capped Growth
Full-time independent
$55
per user / month
  • Unlimited participants
  • Per-individual seat
  • Funding & budget tracking
  • AI documentation
  • Xero integration
  • Workflow automation
  • Priority support
Agency Pack
Multi-staff agencies
$48
per seat / month · 5+ seats
  • Everything in Capped Growth
  • Centralised multi-user system
  • Team management & roles
  • Compliance & audit dashboards
  • Custom workflows
  • Dedicated success manager

*No credit card required for trial

FAQ

Questions, answered

The operating system for Support Coordinators.

Book a personalised demo and see how SuccessFlow transforms your operations in 30 days.

Book a demo Start free trial