Some states and territories provide software which can be used to produce reports in the format required in that state or territory.
An RTO may consider purchasing commercial software that is designed for internal business management and which produces the necessary reports. The onus is on the RTO to ensure that the software produces reports which meet both national and state/territory reporting requirements.
Commercial software can usually provide tailored reports for use in each state or territory and should provide updates to ensure that the software keeps up to date with reporting requirements as they change.