How InChoice unified its NDIS plan, claims and finance data

The challenge

Like most NDIS providers, InChoice ran on separate systems: client plans, budgets, service notes and claims lived in their care management platform, while invoices, payments and the P&L lived in Xero. Answering simple questions — how much of a plan's budget is left, which claims are outstanding, how revenue tracks by category — meant exporting spreadsheets and stitching them together by hand. There was no single, trustworthy view across operations and finance, and the answers lived only with whoever knew the spreadsheets.

What we built

Intellova consolidated InChoice's Brevity care management data (plans, budgets, claim batches, support coordination, notes) and their Xero accounting data (invoices, payments, P&L) into one unified database on AWS in Australia — then made it usable for everyone, from analysts to frontline coordinators.

Automated bill and claim processing

For a plan manager, processing invoices is the daily grind. Intellova automates it end to end: provider invoices are captured, matched to the right participant and plan, checked against the remaining budget, and posted to Xero — so payments go out faster, with less manual re-keying and fewer errors. Anything that doesn't add up — an over-budget or mismatched invoice — is flagged for a person to review, not lost in an inbox.

Finance and operations, side by side

Two connected dashboards in Amazon Quick Suite give the whole picture from one source. The finance view tracks P&L, invoices, payments and monthly revenue by category. The operations view tracks plan budget utilisation, outstanding claims, support coordination and service delivery — so finance and delivery finally read from the same numbers instead of reconciling two versions of the truth.

Answers in plain English

With the Brevity MCP feeding Amazon Quick Suite's AI agents, InChoice's team asks questions the way they'd ask a colleague — “which plans are over 80% utilised?”, “what claims are unpaid this month?” — and gets an answer straight from live data. Running through Quick agents and the Quick Suite desktop app, it put self-serve analytics in reach of every staff member — not just the spreadsheet experts. No SQL, no exports, no waiting on a report.

The results

• A single source of truth — plan, claims, notes, budgets and finances in one place
• Automated invoice & claim processing — captured, budget-checked and posted to Xero, with exceptions flagged
• Live finance & operations dashboards in Amazon Quick Suite (budget utilisation, claims, revenue, P&L)
• An AI assistant — Quick agents on Quick Desktop — answering plain-English questions from live data
• Brevity MCP makes care management data safely queryable by AI, with permissions intact
• Auditable numbers — every figure traceable back to its source system
• Operations and finance finally working from the same, trusted data