// case study
MaxPilot
NDIS care management SaaS for Australian providers — rostering, shift scheduling, billing and accounting integrations, with companion iOS and Android apps for care workers. Designed and built end to end.
// the problem
Care runs on rosters
Australian NDIS providers coordinate care workers, participants and funding rules across every single shift. Most small providers juggle that in spreadsheets: double-booked staff, unbilled hours and paperwork that piles up at audit time.
MaxPilot puts the whole loop in one place — plan the roster, run the shift on a phone, and turn delivered care into invoices and accounting entries without retyping anything.
Scope of the build
- 01Multi-tenant web admin portal for providers — scheduling, worklogs, facilities, invoicing, messaging.
- 02iOS and Android apps for care workers — schedules, job board, clock in/out, documents, incident reporting.
- 03Billing pipeline — shifts to invoices to Stripe payments to Xero, processed by background jobs.
// what it does
One loop, six jobs
01
Rostering & scheduling
Week and day calendar views across staff and participants, with recurring shifts, a job board for unassigned work, and publish/unpublish control.
02
Shift lifecycle
Create a shift with tasks, instructions and mileage, assign a care worker, and track it from draft through completion.
03
Mobile clock in/out
Care workers clock in and out on the iOS and Android apps with map locations, signatures, timesheets and unavailability.
04
Incidents & documents
Incident reporting, participant documents and forms, kept with the shift record for compliance.
05
Billing & invoicing
Invoices generated from delivered shifts, with card payments handled through Stripe.
06
Accounting sync
Invoices and payments flow into Xero, with the heavy lifting done by BullMQ background jobs so the UI stays fast.
// under the hood
How it's put together
Clients
- Web admin — React + shadcn/ui
- iOS & Android — React Native
API
- Node.js + Express REST API
Jobs
- BullMQ queues — invoicing, sync, notifications
Integrations
- Stripe — payments
- Xero — accounting
Slow work — invoice generation, Xero sync, notifications — runs in BullMQ queues, so scheduling stays instant even on billing day.
// the admin portal
On the desk
// in the field
In a care worker's pocket
The same shifts, on the phone that goes to the participant's home — React Native, shipped to both stores.
Have a product like this in mind?
I design and build SaaS end to end — web, mobile, billing and the boring integrations that make it real.