Set up a service agreement to allow service delivery tracking before client approval

This article explains how to set up a service agreement so that service delivery can be tracked while waiting for the client's approval. These instructions prevent service delivered (SD) records from being extracted until the service agreement has been approved.

When a client's existing NDIS or other service agreement expires, there may be a delay before they can approve their next agreement. In the meantime, providers may choose to continue to deliver services. Once the client approves the new agreement, the provider can then claim for the services that were delivered.

The recommended approach is to:

1. Create a new service agreement or rollover an existing agreement.

We advise against extending expired agreements, as this creates an unnecessary level of complexity. Starting with a new agreement or rolling over the previous agreement will make claiming easier once the new service agreement is approved.

2. Add any required categories and service agreement items.
3. Click on the Generate Quote button but do not add the client's signature.
4. Click on the Amend button.

5. Scroll down to the Outcome section of the Amend form.
6. Make sure that the Client Approved Date field is blank. This will prevent SD records from being extracted.
7. Put a tick in the Allow Service Delivery checkbox. This will allow you to generate SD records while you wait for the client's approval.
8. Click on the Save button.

Your service agreement will now be set to Current and will allow you to generate SD records in the usual ways.

Make sure you keep track of which service agreements are yet to be approved. You won't be able to extract the SD records for them until you record a date in the Client Approved Date field.

9. Once you get the client's approval, navigate back to your service agreement.
10. Click on the Amend button.
11. Enter a Client Approved Date and click on the Save button. This will allow you to generate an extract of all of the services that have been delivered against this agreement. This will include services delivered prior to the date you enter as the client approved date.