Core Setup
Prepare client records before roster and billing work.
Client setup supports service delivery context, site relationships, service agreements, documents, billing readiness, and invoice drafting.
Before you begin
Before creating a client profile, make sure you have the following information ready:
- Participant contact details
- NDIS number
- Provider client reference (if applicable)
- Representative or guardian details
- Emergency contact information
- Plan management and billing details
- Service agreement information
- Relevant site details (if the participant receives site-based supports)
Recommended setup order
For the best experience, we recommend setting up client profiles in the following order.
1 Create the client profile
Create a new client profile and enter the participant's:
- Full name
- Status
- Contact details
- NDIS number
- Provider client reference
This creates the central participant record used throughout BondiByte.
2 Add representatives & emergency contacts
Record any people involved in supporting the participant, including:
- Guardians
- Nominees
- Family members
- Support Coordinators
- Advocates
- Emergency contacts
You can also include communication preferences and important notes to help your team provide consistent, participant-centred support.
3 Configure plan management & billing
Select the participant's plan management type and enter the required billing information.
This includes billing contacts and payment details that will be used when generating invoices and managing participant funding.
Completing these details early helps reduce billing delays and administrative rework.
4 Link the participant to a site
If the participant receives services from a supported accommodation, office or service location, link them to the appropriate site.
For organisations providing community-based supports, you can configure the participant as a standalone service location where appropriate.
Linking participants to sites improves rostering, reporting and operational visibility.
5 Prepare service agreements
Create or configure the participant's Service Agreement and associated billing line items before scheduling supports or generating invoices.
Having this information in place ensures services can be delivered and billed accurately from day one.
6 Upload supporting documents
Upload any documentation required to support service delivery, compliance or billing, including:
- Service agreements
- Participant documentation
- Funding information
- Evidence and supporting records
Keeping documents attached to the participant profile ensures your team can quickly access important information whenever it's needed.
Understanding client profile fields
NDIS Number
The participant's unique NDIS identifier used throughout the platform for participant records and billing.
Provider Client Reference
Your organisation's internal reference or identification number for the participant.
Representative
A person authorised to support or act on behalf of the participant, such as a guardian, nominee, family member, support coordinator or advocate.
Plan Management Type
The participant's funding arrangement used for billing and invoice preparation. Examples: Self Managed, NDIA Managed, Plan Managed.
Linked Site
The service location associated with the participant for accommodation, service delivery or rostering purposes.
Billing Context
The billing contact, payment information and plan management details used when preparing participant invoices and managing funding.
Best practice
- Complete plan management and billing information before generating invoices.
- Record communication preferences so every team member understands the participant's preferred contact method.
- Link participants to sites before creating site-based rosters or service schedules.
- Upload service agreements and supporting documentation as part of the onboarding process.
- Regularly review participant records to ensure contact details, funding and representative information remain current.
Common mistakes to avoid
- Creating invoices before billing details and payment contacts have been configured.
- Leaving representative roles or permissions unclear.
- Forgetting to link participants to the correct site before creating rosters.
- Scheduling supports before a Service Agreement has been prepared.
- Uploading incomplete participant documentation that may impact billing or compliance.
What to do next
Related guides
Sites
Understand sites, accommodation areas, logical standalone client sites, staffing rules, staff links, and rostering relationships.
Audit, Documents, and EvidenceDocuments
Upload and manage documents linked to staff, clients, sites, or organisation areas, with expiry dates and audit evidence readiness.
Timesheets and InvoicingInvoicing
Prepare billing context and service agreements, generate and review invoice drafts, download PDFs, and run the invoice email and remittance workflow.
Need help applying this setup path?
Book a BondiByte demo and we can walk through the right setup order for your provider.