Xap Review AU 2026 — Pricing & Features

Overview

Xap is all-in-one ccs-approved childcare management with real-time automation. Founded in 2016 and headquartered in Murarrie, QLD (Brisbane), it serves Australian businesses with local data hosting and AU-based support.

All-in-one CCS-approved childcare management with real-time automation

Pricing (AUD inc. GST)

All prices below are in Australian dollars and include GST. Pricing verified as of 2026-03-20.

Rise

$169/mo

AUD inc GST

Per-service pricing. Includes family and child profiles, health/immunisation tracking, authorised pick-up management, attendance reports, booking and term-based billing, direct debit/BPay payments, daily activity posting, medication and incident reporting, dynamic role management, family and finance reports. Does NOT include CCS automation or enrolment forms.

Children: unlimited
Guardians: unlimited
Service Types: Early Learning Centres, OSHC, Kindergarten, Preschool, Councils, Family Day Care

Pros & Cons

Pros

Federally approved CCS software with automated daily submissions and real-time compliance dashboards — 93% of centres report saving time on admin and reporting
Transparent per-service pricing from $169/month with annual billing discounts and a 30-day free trial — no upfront payment or lock-in contracts
Purpose-built multi-centre management with SSO via Azure AD — serves major operators including Goodstart Early Learning and KU Children's Services
Two dedicated mobile apps (Smile for parents, Connect for educators) available on iOS and Android with real-time photo/video updates and kiosk sign-in
All data hosted on AWS Sydney with full Australian data sovereignty, encryption at rest and in transit, and annual third-party penetration testing
Automated billing with PayChoice (Tier 1 PCI DSS compliant) — Xap never stores credit card data, supports direct debit, BPay, and same-day credit card clearance
Digital enrolment pipeline with customisable forms, automated waitlist offers, tour booking, and lead CRM — company claims up to 70% reduction in enrolment admin time
Less than 1 minute average wait time on AU-based support calls with dedicated onboarding team (company claim)

Cons

Limited third-party integration ecosystem — only six partners listed on the official integrations page, significantly fewer than competitors like OWNA
No confirmed direct accounting integration with Xero, MYOB, or QuickBooks on the official integrations page — third-party sites mention Xero but this is UNVERIFIED
Not ISO 27001 or SOC 2 certified — security practices align with ISO 27001 principles but lack formal certification, which may be a requirement for some operators
CCS automation only available on Scale plan ($259/month) and above — the Rise plan at $169/month excludes CCS automation, making it less useful for centres that need it
Support hours not publicly disclosed on the website — potential customers cannot verify availability before subscribing (UNVERIFIED)
Very few third-party reviews — only 4 reviews on Capterra (4.0/5 rating), making it difficult to independently assess user satisfaction and reliability
Enterprise pricing not transparent — large operators must contact Xap for custom quotes with no published baseline price

Who Is Xap Best For?

Multi Centre Operator
Early Learning Centre
Oshc
Kindergarten
Council

Xap may not be the best fit for:

Sole Trader
Small Business Needing Accounting

Xap Alternatives

If Xap doesn’t quite fit your needs, consider these alternatives for Australian businesses:

Xplor Education — Australia's largest childcare management platform with automated CCS.
OWNA — All-in-one Australian childcare management with transparent pricing. From $79/mo inc. GST.
Kidsoft — Long-established CCS-approved childcare management for Australian centres. From $169/mo inc. GST.

Frequently Asked Questions

How much does Xap childcare software cost per month?

Xap offers three pricing tiers: Rise at $169 per service per month ($1,859/year), Scale at $259 per service per month ($2,849/year), and Enterprise with custom pricing. Pricing is per childcare location with no upfront payment required. A 30-day free trial is available.

Is Xap CCS approved in Australia?

Yes, Xap is a federally approved CCS (Child Care Subsidy) software provider. The platform automates submission and retrieval of session and enrolment reports, connects daily to the CCS interface for entitlement changes, and provides real-time dashboards for tracking CCS compliance. CCS automation is included in the Scale and Enterprise plans.

Where is Xap data hosted?

All Xap data is hosted within Australia on Amazon Web Services (AWS), with primary infrastructure in Sydney and automatic failover to backup centres in Sydney or Melbourne. Data is encrypted at rest and in transit, and Xap does not store credit card data — payments are processed by PayChoice, a Tier 1 PCI DSS-compliant provider.

Does Xap integrate with Xero or MYOB?

Xap's official integrations page lists six partners: 1Place Childcare, Care for Kids, Childcare Now, EarlyWorks, LineLeader, and Storypark. Some third-party review sites mention Xero integration, but this is not confirmed on Xap's official website. If accounting integration is essential, verify directly with Xap before subscribing.

Does Xap offer a free trial?

Yes, Xap offers a 30-day free trial of their childcare management software. The trial is available across all service types including early learning centres, OSHC, kindergarten, and vacation care. No upfront payment is required to start the trial.

How does Xap compare to Kidsoft and OWNA for childcare management?

Xap ($169-$259/month) offers tiered pricing with CCS automation in the Scale plan, while Kidsoft ($149-$169/month) includes all features at one price and OWNA offers tiered pricing by both plan and centre size. Xap's strengths are multi-centre SSO management and dedicated parent/educator apps. Kidsoft has simpler pricing but fewer integrations. OWNA offers broader accounting integrations (Xero, MYOB, QuickBooks, Reckon) that neither Xap nor Kidsoft match.

Xap Review Australia 2026