Questions
Frequently asked questions.
Straight answers about the product, the pricing and where your data lives. Where the honest answer is no, we say no.
Start here
The basics
The questions every provider asks first — including the ones where the answer is no.
Do we have to move everything across on day one?
No. Most providers start with one house or one team, run it alongside their spreadsheet for a fortnight, then move the rest. Participants, workers and the price book import from CSV.
We already use Xero. Does this replace it?
No, and it should not. Nexrosta produces the invoices and pushes them to Xero, MYOB or QuickBooks as a sales import. Your accountant keeps working the way they already do.
Is this a payroll system?
No. Nexrosta produces approved timesheets with SCHADS penalty windows already segmented, which is what your payroll needs as input. It does not calculate PAYG, super or leave accrual, and it does not pay anyone.
What happens when we outgrow 5 users?
You pay for the sixth seat onward. Nothing is withheld from the free tier in the meantime — every module is included, and participant and family portal accounts never count toward your seats.
Where does participant data live?
In Australia. Support notes, incident records and participant details are subject to the Privacy Act and the NDIS Practice Standards, and they do not leave the country.
Can we get our data out?
At any time, without asking us. Every register exports to CSV, claims export in the NDIA bulk payment request format, and invoices export to Xero, MYOB and QuickBooks.
Pricing
Pricing and billing
What free means, what the paid plans add, and what never costs anything.
What does the free tier actually include?
Every module — rostering, timesheets, claims, eMAR, the incident register, the audit log and the participant portal — for up to 5 users, permanently. No credit card, no trial clock, no feature held back.
What do the Growth and Provider plans add?
Growth is $12 per user per month and adds SMS alerts, live Xero and MYOB sync, scheduled reports, the open shift marketplace, auto-roster and two-factor authentication. Provider is $18 per user per month and adds SSO, custom roles, an API, the audit workspace and priority support.
Who counts toward the five free seats?
Staff who sign in — support workers, coordinators, office staff. Participant and family portal accounts are always free and never count toward your seats, on any tier.
Do exports cost extra?
No. CSV exports, NDIA bulk payment request files and Xero, MYOB and QuickBooks exports are in every tier, including the free one. Your data is not held behind an upgrade.
Is the free tier a trial that expires?
No. It is free permanently for up to 5 users. A 2-person provider carries the same compliance obligations as a 200-person one, so it gets the same product.
Operations
Rostering and compliance
What gets checked, what gets blocked, and how the award and the plan are respected.
What is checked before a shift can be saved?
Fourteen conflict checks run before a shift saves — double bookings, approved leave, availability, insufficient breaks and unfunded supports among them. Most raise a warning you can act on; a lapsed worker screening blocks the shift outright.
How does SIL ratio rostering split costs?
A shared shift — say 1:3 — splits its cost across the residents' plans as you build it, to the cent, with the rounding recorded. Nobody reconciles it later in a spreadsheet.
What happens when a clock-in is outside the GPS radius?
The reading is flagged amber for a manager to review, alongside the accuracy radius of the reading itself. It is never auto-rejected and never used to withhold pay — support happens in the community.
Does Nexrosta handle SCHADS penalty windows?
Approved timesheets come out with SCHADS penalty windows already segmented, which is what payroll needs as input. Nexrosta is SCHADS-aware, not a payroll system — it does not calculate PAYG, super or leave.
Are worker screenings and document expiries tracked?
Yes. Documents warn before they expire, and a lapsed worker screening does not warn — it blocks the shift from being rostered at all.
What about incidents and medication?
The incident register carries reportable classification and the notification clock for the Quality and Safeguards Commission. Medication is administered against an eMAR, and every record lands in the append-only audit log.
Your data
Data and security
Where records live, who can change them, and what you can prove later.
Can the audit log be edited or deleted?
No. Append-only means append-only — nothing in that table can be edited or deleted, including by an owner and including by us. An audit trail its own administrator can rewrite is not evidence.
What does the audit log record?
Every change to a roster, timesheet, claim or record writes an entry — who, what and when — and every clock event is written there too. That is the record an auditor reads.
Is two-factor authentication available?
Yes — two-factor authentication comes with the Growth plan, and the Provider plan adds SSO and custom roles for organisations that manage identity centrally.
Will a claim file be the same if an auditor asks for it in a year?
Yes. Claim files reproduce byte-for-byte at audit, so the file you sent is the file you can show.
Get started
The rest is faster to try than to read.
Build one week’s roster free and watch the checks run. If something is still unanswered, the help centre has step-by-step guides, or email hello@nexrosta.com.au.
Free forever for up to 5 users. No credit card, no trial clock.