Overview
Visualcare is care management software for Australian NDIS and aged care providers who have outgrown simple scheduling tools.
The platform is built around the participant. Care plans stay live and connected to the roster, so workers are matched to participants on documented care needs, qualifications and preferences. Compliance sits inside the rostering workflow: certification checks and expiry alerts are flagged before a worker is confirmed on a shift, not found during an audit.
NDIS and Support at Home providers run on one platform, with the service delivery record feeding funding claims, participant invoicing and payroll data.
Visualcare and Xero
Visualcare does care management deeply and integrates with the finance tools providers already rely on. Invoicing and billing data flows from the service record into Xero, so your accounts reflect the services actually delivered, without manual re-entry.
Through Pay Cat Connect, SCHADS Award (MA000100) interpretation produces clean, award-computed timesheet data for your payroll file. Award Aware Rostering (AAR) goes further, showing the estimated cost of a shift at the point of rostering, before it is confirmed and well before the pay run.
Visualcare supports more than 600 providers across Australia, from start-ups to large multi-site organisations.
Visual Care + Xero
How Visualcare works with Xero
Visualcare connects to Xero through a secure API connection, authorised once from within Visualcare.
Contacts, invoice items and pay items sync from Xero, so participants, payers, workers and services in Visualcare map to the right records in your Xero organisation. New participant and worker contacts can also be sent from Visualcare to Xero.
Invoicing and reconciliation
Finalised rostered shifts are sent to Xero as draft invoices, with the description, quantity (hours delivered), price (charge rate) and reference already populated. Each invoice goes to the right payer, whether that's the participant, a plan manager or a funding body such as the NDIS, based on the payer set on the participant's agreement. Invoice status is read back from Xero into Visualcare, keeping reconciliation quick and easy.
Payroll
Award-interpreted timesheets are sent to Xero Payroll as draft timesheets, mapped to the correct pay item for each service and worker pay level. Your team reviews and approves them in Xero, so the pay run starts from accurate data and staff are paid correctly and on time. Contractor shifts can be exported as bills to pay.
Checks before every export
Before anything is sent, an export summary flags missing payroll or accounting codes, so issues are fixed in Visualcare rather than unpicked in Xero.
Getting started
Getting started with Visualcare and Xero
Visualcare is set up with you, not left to you. Here's what to expect.
1. Talk to our team
Book a demo so we can understand how your organisation runs, your funding mix (NDIS, Support at Home or both) and how you use Xero today.
2. Onboarding with our implementation team
Our implementation team guides you through configuring Visualcare around your existing processes: services and charge rates, worker pay levels, participant profiles and agreements, and compliance requirements.
3. Connect Xero
From Settings → Data Export, click Authorise Xero and choose the Xero organisation to connect. You can confirm the connected organisation at any time.
4. Sync your Xero data
Sync contacts, inventory items, employees, pay items and tax rates from Xero into Visualcare. New to Xero? Our helpdesk can supply a template to bulk upload the NDIS service catalogue as Xero items before you sync.
5. Map your records
Link each participant and payer to a Xero customer contact, each worker to a Xero employee or supplier, and each service to a Xero invoice item and payroll code. This is what routes every invoice and timesheet to the right place.
6. Run your first exports
Export a set of shifts as draft invoices and a pay period of timesheets as draft timesheets. Review them in Xero before approving. The export summary flags any missing codes so they can be fixed first.
7. Go live
Once your first exports check out, invoicing and payroll exports become part of your regular cycle.
