Dashboard
Kurrajong Disability Services
SIL audit-readiness
78%
12 artefacts outstanding
Expiring in 30 days
4
Expired
1
Staff compliance
12 activeAroha Tua
Team Lead
100%
CompleteDanh Nguyen
Support Worker
75%
1 expiredPriya Sharma
Support Worker
94%
CPR in 12 daysCOMPARISON · GOOGLE DRIVE
Google Drive vs Checkbase
Google Drive is fine for file storage. It's not built for NDIS compliance - no expiry alerts, no structured catalogue, no auditor portal. Use Checkbase for the audit, keep Drive for everything else.
How Checkbase covers what Google Drive doesn't
Everything Drive can't do for NDIS compliance.
Four jobs Drive isn't built for. Pick up Checkbase for these; keep Drive for marketing assets, finance, drafts - anything that doesn't expire.
Dashboard
Kurrajong Disability Services
SIL audit-readiness
78%
12 artefacts outstanding
Expiring in 30 days
4
Expired
1
Staff compliance
12 activeAroha Tua
Team Lead
100%
CompleteDanh Nguyen
Support Worker
75%
1 expiredPriya Sharma
Support Worker
94%
CPR in 12 daysDrive doesn't know what an expiry date is.
Per-document expiry surface
Every CPR cert, WWCC, Worker Screening Check, training certificate - tagged with its expiry and surfaced 30 / 7 / 0 days out by email.
Owner-routed alerts
The right person gets the email. The worker for their own certs; the operations manager for org docs. Not 'whoever happened to share the folder'.
Live dashboard counter
How many docs expire in the next 30 days? One number. Updates live. Drive's activity feed doesn't tell you that.
Who each is for
Pick the right tool for the job.
We won't pretend we're the answer for everyone. Here's the honest split.
Pick Google Drive if
- Compliance docs are a side concern - you have 1–2 staff and the audit is years away
- You genuinely have no expiry-sensitive certifications to track
- You need real-time collaborative document editing (Google Docs is unbeatable for that)
- Your team already lives in Google Workspace for everything
Pick Checkbase if
- You're an NDIS provider whose worker screening checks, CPR certs, or training expire
- You're preparing for a certification audit before 1 July 2026
- You've ever spent more than 30 minutes hunting for the signed copy of a document
- You need an auditor portal - not a shared folder link
- Your spreadsheet of 'when does each worker's CPR expire' has stopped being accurate
Side-by-side
Feature by feature.
No stars, no rigged scores - just yes / no / partial, with source links where we cite anything specific about Google Drive.
Features
Worker doc expiry tracking
Every cert has an expiry date in Checkbase. Drive treats a CPR PDF the same as a JPEG of someone's lunch.
Automated 30 / 7 / 0-day expiry alerts
Owner-routed emails before every expiry. Drive doesn't email anyone about your files going stale.
Structured audit artefact catalogue
200+ typed artefacts mapped to NDIS Practice Standards. A folder tree someone made last year is not a catalogue.
Certification audit dashboard lens
One dropdown filters to the 69 artefacts the certification audit asks for. Drive can't tell you what's missing.
SIL House compliance entity
Houses are first-class - house docs, dwellings, vehicles, residents. Drive has 'a folder named SIL'.
Auditor portal with OTP-gated access
Time-limited secure link, 6-digit code. You can share a Drive folder, but that's not the same as a structured audit experience.
Per-participant audit consent gate
Auditor can't open a participant file without your signed audit-consent on record. Drive shares are all-or-nothing.
Certification audit evidence pack PDF export
One click - branded cover, ToC, per-section evidence. Drive doesn't generate PDFs from folders.
Structured audit log (who saw what, when)
Evidentiary-grade access log for every doc. Drive's activity log exists but isn't built for audit defence.
Mobile upload from staff phones
Workers upload renewed certs straight from their phone. Both tools support this; ours assigns it to the right artefact slot.
Real-time collaborative document editing
Google Docs is the gold standard for live co-editing. We don't try - keep Drive for documents that need real-time edits.
Cost per GB for raw file storage
Drive is essentially free at the volumes most providers need. We charge per workspace - you pay for the audit logic, not the bytes.
The cost of getting it wrong
What does failing an NDIS audit cost?
Maximum penalty per contravention
A$0.00M
Corporate body, single contravention of the NDIS Act. Per breach, not per audit.
Individual penalty
A$0k
Plus banning orders + permanent register entry.
Checkbase, full year
A$0
Growth tier annual (2 months free). A rounding error against a single finding.
Migration guide
How to move your compliance docs off Drive
You're not deleting Drive. You're moving one folder's worth of content - the compliance one. Keep Drive for everything else.
- 1
Start your Checkbase free trial
14 days, no card. Don't move anything from Drive yet - just sign up and invite your team.
- 2
Bulk-upload from Drive
In Drive, select your compliance files, download as a zip. In Checkbase, drag-and-drop into bulk upload - supports 100+ files at a time, and assigns each to the right artefact type.
- 3
Keep Drive for everything else
Marketing assets, board papers, meeting notes, drafts - Drive is fine. Just stop using it for compliance. From day one in Checkbase, the audit lives somewhere structured.
Real talk
Where Google Drive genuinely beats us.
We replace Drive for one job: tracking compliance documents. For everything else, Drive is still the right tool. Where Drive genuinely beats us:
- Collaborative document editing. Google Docs is the gold standard - we don't try to compete.
- Cost per GB for raw file storage. Drive is essentially free at the volumes most providers need.
- Ubiquity. Everyone on your team already has a Google account.
- Cross-purpose flexibility. Drive holds marketing assets, board papers, finance - we don't and won't.
That's the honest split. Now see Checkbase against your own evidence - 14 days, no card.
Try for freeFAQs
Questions buyers ask before switching to or adding Checkbase alongside Google Drive.
Move the audit off Drive
Stop hunting for the signed copy.
Move your compliance docs to a tool built for the audit. Drive stays. 14-day free trial.
Google Drive and other product names referenced on this page are trademarks of their respective owners. Checkbase is not affiliated with or endorsed by these products. We use the names in good faith for honest comparison purposes (Trade Marks Act 1995, s.122).
Feature comparisons last verified 20 May 2026. Competitor pricing and feature claims sourced from their public website on or before that date. If anything on this page is out of date, please tell us and we'll fix it. Google Drive's site: www.google.com.