NDIS Onboarding Automation Setup

We are seeking an experienced technical freelancer to design and implement a fully integrated, end-to-end automation system for our organisation, Leafe’s.

Leafe’s delivers structured employment-style supports for NDIS participants across multiple locations and online environments. We are looking to streamline our operations by connecting our existing platforms into a low-touch, highly automated system.

The goal is to eliminate manual admin wherever possible, while maintaining compliance and operational clarity.

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Current Tech Stack

You will be working with the following systems:

* Jotform (forms, service agreements, onboarding)
* HubSpot (CRM, pipeline, communications)
* ShiftCare (rostering, notes, service delivery)
* Xero (invoicing and finance)
* Google Drive (file storage and compliance)
* Roam (online workplace environment)
* Make (automation layer – preferred)

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Scope of Work

You will be responsible for designing and implementing a complete system flow across the above platforms.

Core Deliverables

1. Intake & Referral Automation

* Connect Jotform → HubSpot
* Automatically create contacts and deals
* Trigger confirmation emails and booking links
* Set up pipeline stages and automation

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2. Service Agreement Workflow

* Generate agreements via Jotform
* Auto-save signed PDFs to Google Drive
* Update HubSpot deal stages
* Trigger onboarding workflows

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3. Participant Onboarding Automation

* Create participant records across systems
* Trigger onboarding emails
* Set up structured workflow for new participants

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4. System Integration Layer

* Build automation flows using Make
* Ensure reliable data flow between all systems
* Avoid duplication and ensure data consistency

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5. ShiftCare Integration

* Automate (or semi-automate) participant creation
* Structure services and session types
* Ensure alignment with invoicing workflows

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6. Invoicing Workflow

* Ensure ShiftCare → Xero integration is working correctly
* Map services to correct billing structure
* Ensure clean invoicing flow for plan-managed participants

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7. AI & Automation Enhancements (Preferred)

* Implement AI-assisted workflows where appropriate:
* email drafting
* summaries
* follow-ups
* Ensure outputs are structured and usable

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8. Documentation & Handover

* Provide clear system documentation
* Record short walkthrough videos (preferred)
* Ensure internal team can manage system post-build

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Requirements

* Proven experience with automation tools (Make preferred)
* Experience integrating CRM + forms + operations systems
* Strong understanding of workflow design
* Experience with HubSpot, Jotform, and Xero
* Ability to simplify complex processes
* Strong attention to detail and reliability

Bonus (Highly Regarded)

* Experience working with NDIS providers
* Experience with ShiftCare or similar platforms
* Experience designing low-admin business systems

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Project Outcome

By completion, we expect:

* A fully connected system from referral → onboarding → delivery → invoicing
* Minimal manual data entry
* Clear automation flows
* Scalable structure for growth

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Engagement Details

* Project-based (with potential ongoing support)
* Remote work
* Flexible timeline (prefer efficient delivery)

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To Apply

Please include:

* Examples of similar systems you’ve built
* Tools you’ve worked with (especially Make, HubSpot, Jotform)
* Brief outline of how you would approach this project