Will an AI ever contact participants or their families?

No, never. No AI phone bot, no auto-responder. The system captures, logs, reminds, and pre-drafts. A person on your team always reviews and always sends. Your reputation with coordinators and families stays yours.

What does the Growbly Audit cost for an NDIS provider?

$495 AUD. A 90-minute video call, then a written report within five business days scoring where referrals, follow-ups, and admin hours are slipping, in hours and dollars. Credited toward the install if you proceed within 30 days.

Does this replace our practice management or CRM software?

No. Growbly connects to whatever you already use for email and records. Nothing is replaced, nothing new is forced in, and no account access needs to be handed over.

What does it cost to run each month?

Costs run in your own name: the Claude API (typically $10 to $20 AUD a month at normal enquiry volumes) and Make.com (the free tier often covers two automations; about $15 AUD a month if you outgrow it). You pay the tool makers directly. Nothing ongoing goes to Growbly unless you choose a Care Plan, from $250 AUD a month.

For NDIS and allied health providers

Coordinator referrals go to whoever replies first.

A support coordinator sends a referral to three providers and works with the one who answers today. Growbly finds where your referrals, waitlist, and follow-ups slip, then builds the system that replies in hours instead of days, in your voice.

Book a free 20-minute call

No AI ever contacts a participant. A person always sends.

01 Where it slips

Reply speed wins the participant before your clinical work gets a look.

Your clinical work is not the problem. The problem is everything wrapped around it, and it leaks in three places for almost every provider we speak to:

Referrals answered in days, not hours Coordinators are managing full caseloads. When your intake reply takes three days, the referral is already placed with the provider who answered the same morning.
A waitlist that quietly goes cold A participant on your waitlist with no contact rhythm is not waiting, they are shopping. Every week of silence hands them to another provider's intake.
Coordinator relationships left dormant The coordinators who referred to you last year have new caseloads this year. If they have not heard from you since, you are no longer on their list, and you will not be told.

02 What we build

The admin gets a system. Participants get your attention.

It starts with the Growbly Audit: a 90-minute video call, then a written report within five business days scoring where your referrals, follow-ups, and admin hours are slipping, in hours and dollars. If the numbers say build, we build only what the audit earned:

A knowledge base that writes in your voice: your services, your intake answers, your funding and eligibility FAQs, your team
A referral capture system, so every coordinator email gets logged, a reply drafted, and a follow-up scheduled the same day
A waitlist contact rhythm that keeps waiting participants warm, drafted for your review before anything sends
A coordinator re-engagement sequence for the referral relationships that have gone quiet
A one-page SOP your intake person can run without you

One participant retained instead of drifting off your waitlist funds the entire system. That is the maths the audit puts in front of you before you spend a dollar on the build.

The audit is $495 AUD, credited toward the install if you proceed within 30 days. The install is $924 AUD at the current founding partner rate (standard rate $2,500 after), with a 30-day fix-or-refund guarantee. No retainers, no lock-in, and the system lives in accounts you own.

03 The business brain

Everything in your head, written down where your team can use it.

The install's first job is capture. Your services, your funding knowledge, your intake answers, the way you speak to participants and coordinators: it all comes out of your head and into a knowledge base that holds it permanently. Faster referral replies are only the first thing that context gets used for. Once the brain knows your practice deeply, you can ask it for:

Objection and complaint responses drafted in your voice, ready before the difficult call
Onboarding and training documents for new support workers, written once and used every hire
A go-to-market plan for a new service line, region, or participant group
Audit-ready process documentation, drafted from how you actually work rather than a template

One build, deep context, and each of these becomes a twenty-minute job instead of a lost weekend.

04 Participant data

We treat participant records the way you have to: as if the auditor is watching.

You work under privacy obligations that most software vendors have never read. So, plainly: anything sensitive we encounter during a build, participant names, contact details, case notes, is anonymised before it goes near an AI tool. Participant records stay in your systems and your accounts. We keep no copies, we never ask for your passwords, and our access ends at handover.

Read the full privacy policy

05 Common questions

Will an AI ever contact participants or their families?: No, never. No AI phone bot, no auto-responder. The system captures, logs, reminds, and pre-drafts. A person on your team always reviews and always sends. Your reputation with coordinators and families stays yours.
How is participant information handled?: Anonymised before it goes near an AI tool. Records stay in your systems and your accounts. We keep no copies, and access ends at handover.
What does the audit cost, and what do I get?: $495 AUD. A 90-minute video call, then a written report within five business days scoring where referrals, follow-ups, and admin hours are slipping, quantified in hours and dollars, plus a short video walkthrough and a one-page starter guide. Credited toward the install if you proceed within 30 days.
Does this replace our practice management or CRM software?: No. We connect to whatever you already use for email and records. Nothing is replaced, nothing new is forced in, and you never hand over account access.
What does it cost to run each month?: Costs run in your own name: the Claude API (typically $10 to $20 AUD a month at normal enquiry volumes) and Make.com (the free tier often covers two automations; about $15 AUD a month if you outgrow it). You pay the tool makers directly. Nothing ongoing comes to us unless you choose a Care Plan, from $250 AUD a month.

Coordinator referrals go to whoever replies first.

Reply speed wins the participant before your clinical work gets a look.

The admin gets a system. Participants get your attention.

Everything in your head, written down where your team can use it.

We treat participant records the way you have to: as if the auditor is watching.

Find out what slow replies are costing you.