Client management
A single, complete record for every client
Everything about a client lives in one place and is shared across every program they participate in — no duplicate records, no conflicting details.
Client & contact details, services, groups and access controls
Care plans, risk assessments and clinical notes
Dietary requirements, preferences and delivery instructions
Doctors, complaints, incidents and feedback history
Suspensions and holidays that automatically pause services
Service-level data isolation so staff only see what they should
One client, every program
A client on CHSP meals who later moves onto a Home Care Package keeps the same record — their history, plans and dietary needs travel with them.
Recurring, not repetitive
Define a recurring schedule once; Polixen expands it day by day and respects every cancellation and exception — no manual re-entry.
Rostering & runs
Schedules, jobs and runs that build themselves
​Plan one-off and recurring work for staff and volunteers, then let Polixen generate the sheets your team takes into the field.
One-off and recurring job rosters
Meal runs with run sheets, manifests and delivery labels
Volunteer availability and scheduling
Worker pay rates and payroll-ready exports
Holidays, suspensions and exceptions handled automatically
Meals on Wheels
​Meal management that goes from menu to label to invoice
Everything about a client lives in one place and is shared across every program they participate in — no duplicate records, no conflicting details.
Multi-week menus and per-client meal plans (one-off & recurring)
Dietary restrictions, textures (pureed, soft), temperatures and quantities
Ingredients and meal properties carried through to the kitchen
Packing sheets, manifests and delivery labels generated for each run
Stock and inventory control
Online ordering for clients and carers
Dietary safety, end to end
A client's pureed-diet flag follows the meal from the plan onto the kitchen sheet and the delivery label, so the right meal reaches the right door.
Part of the same system
Transport runs alongside meals and care in the one platform — the same client, the same funding, no separate tool to reconcile.
Transport
Community transport, planned and tracked
Coordinate trips and vehicles for clients who need a lift to appointments, shopping and social outings.
Online ordering for clients and carers
Vehicle and driver coordination with run sheets
Trips tied to client funding and billing
Transport-specific reporting
Budgets & invoicing
Funding, billing and accounts that reconcile themselves
Polixen understands Australian funding models, so budgets, statements and invoices reflect the rules each program follows.
HCP packages, budgets, expenses, supplements and statements
NDIS budgets, quotes and statements
Support at Home (SAH) budgets, quotes, claims and statements
Client co-contributions, credits and expenses
Invoicing with exports to Xero and MYOB
Donations, provider invoicing and package-provider management
Services become invoices
Delivered meals, visits and trips flow into invoices and statements automatically — then export straight to your accounting package.
Reporting was the strength reviewers noticed
Independent evaluation singled out Polixen's client management and reporting as standout strengths for community-focused providers.
Compliance reporting
Government reporting without the quarterly panic
Coordinate trips and vehicles for clients who need a lift to appointments, shopping and social outings.
DEX reporting for CHSP and HCP
DSS reporting for Meals on Wheels
PRODA reporting for NDIS
MDS and minimum dataset reporting
Built-in reporting across clients, accounts, payroll and workers
Audit trails and parameterised, injection-safe data access
Mobile & volunteers
​The field team's view, in their pocket
Workers and volunteers get exactly what they need for the day and feed information straight back into the system.
Daily runs, jobs and visits on a mobile app
Confirm deliveries and capture visit details in the field
Volunteer management with availability and skills
Real-time sync — no paper to re-enter back at the office