1,492 NDIS leads. $54,857 in ad spend managed. 3 years with the same agency, the same system, and the same client retainer growing as the results compounded. This is exactly how we did it.
The client is a registered NDIS service provider based in Sydney, delivering a mix of core supports including in-home assistance, community participation, transport, personal care, and support coordination. In 2023, the business was growing, but growth was entirely dependent on word of mouth and support coordinator referrals.
The problem with that model is simple. Referrals are not a pipeline, they are a gift. They slow down without warning. Coordinators move on. Competitors sign up the same participants first. The business owner was spending time chasing relationships that should have been spending time delivering care.
On top of participant acquisition, there was a second problem. The business also needed support workers, and traditional job boards were returning unqualified candidates with no understanding of the NDIS. Recruitment was bottlenecking growth even when participants came through.
Most agencies stop at Meta ads. That would have generated leads, but those leads would have gone nowhere without the infrastructure behind them. Our starting position was clear. Build the complete participant acquisition engine before spending a dollar on traffic.
Over the first 30 days we built out the full stack. Meta advertising for both participants and support workers, with service-specific creative rotations. A GoHighLevel CRM with pipelines, tags, and automated lead routing so every enquiry landed in the right queue. Speed-to-lead SMS and email sequences so leads were contacted within 60 seconds of submission. Weekly automated reporting so the client could see performance without logging into Ads Manager.
Then we launched. Campaigns covered the full service mix: discovery call intake, trial offers, specialised service categories, and support worker recruitment. Every creative was tested. Every offer was refined. Every weak performer was killed within 14 days.
This is not a cherry-picked best month. This is every month since August 2024, when the current reporting baseline starts. Volume grew, held, and stabilised at over 100 leads per month.
Not every campaign worked. Here are the top performers and the leads each one produced, ranked by total volume across 3 years.
Campaign 1 outperformed everything else because it featured a real face and voice. Participants and families want to see who will actually be supporting them. Stock footage and generic NDIS imagery got far lower click-through rates, even with identical targeting.
The trial offer campaign generated 281 leads precisely because it removed the commitment barrier. Participants and families who might not have booked a discovery call would book a single free day to test compatibility. Many converted to ongoing service after the trial.
Treating recruitment as lead generation rather than job advertising changed everything. The same targeting principles, offer design, and follow-up automation that worked for participants worked for workers. Recruitment went from weekly bottleneck to solved problem.
Leads contacted within 60 seconds converted at 3x the rate of leads contacted within an hour. The automation and AI systems we built made this possible 24/7. Doubling the ad budget without this infrastructure would have wasted money on leads that went cold.
As of April 2026, the client is still with us. The retainer has grown twice as the results compounded. The campaigns that were running 6 months ago are not the campaigns running today, because the system never stops learning.
The business now has a predictable pipeline of participants and support workers entering the funnel every month. They know what a new participant costs to acquire, how long the sales cycle is, and what the lifetime value of a participant is to the business. Growth is no longer a hope. It is a number.
Most importantly, the business owner is no longer the face of every campaign, no longer chasing support coordinators for referrals, and no longer wondering where the next participant is coming from. They are delivering care, which is what they started the business to do in the first place.
Book a 15-minute call. We will walk you through exactly how we would adapt this system for your NDIS business, your region, and your service mix. No pitch deck. Just the strategy.
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