Complete the agreement profile

Steps

The screenshots show a demonstration organisation with made-up names. Your own screens show your organisation's details. Select a screenshot to open it full size.

1. Go to Service Agreements > the agreement

   1 In the left menu, under Registers, choose Service Agreements. The Agreement Records list opens.

   2 In the search box, type part of the client's name or the agreement number. The list narrows as you type.

   3 Choose the agreement number to open the agreement.

   Tip: You can also open an agreement from the client's record. Choose Clients, open the client, choose the Service Agreements tab, then choose the agreement number.

   

2. Read the Agreement Profile and choose the edit icon

   1 Check Status. A new agreement is a Draft.

   2 Do not mistake Status for the green badge beside Download PDF. That badge reads Active for any agreement that has not been deactivated, including a draft.

   3 Check Pricing Zone. It tells you which NDIS catalogue prices are suggested for new line items.

   4 At the top right of Agreement Profile, choose the pencil icon, Edit agreement profile. The profile turns into a form.

   Fields in step 2

   Field	What it means
   Client and NDIS Number	The client the agreement belongs to. They cannot be changed.
   Status	The agreement's own status: Draft, Active, Expired, Cancelled or Suspended. Step 3 explains each one.
   Funding Management	How the client's funding is managed.
   Pricing Zone	National, Remote or Very Remote.
   Start Date and End Date	The period the agreement covers. Line item costs are worked out from these dates.
   Total Line Item Cost	The total of the agreement's line items. It changes as you add or remove line items, and you cannot edit it here.
   Notes	Anything your team has recorded about the agreement.

   

3. Update the profile details

   1 In Agreement title, change the name if you want to.

   2 Check Status. Leave it as Draft while you are still preparing the agreement.

   3 In Funding management, choose Plan Managed, Self Managed or Agency Managed.

   4 Check Start date. It is required.

   5 Check End date. Clear it only if the end date is not known.

   6 In Notes, type anything your team should know.

   Fields in step 3

   Field	What it means
   Client, NDIS Number and Service agreement ID	Shown greyed out. The service agreement ID is generated automatically and cannot be edited.
   Agreement title	Optional. Shown under the agreement number in lists.
   Status	Draft: being prepared, and not used for billing. Active: the client's active agreement, which BondiByte uses when it adds billing to shifts and prepares invoices. Expired: finished. BondiByte sets it once the end date has passed, or you can choose it, and it deactivates the agreement. Cancelled: ended early. You choose it, and it deactivates the agreement. Suspended: you choose it, and the agreement stays in the default list.
   Funding management	Plan Managed, Self Managed or Agency Managed. This is how the client's funding is managed. The create window starts it as Plan Managed.
   Pricing zone	National, Remote or Very Remote. Changing it affects new line items only. Existing agreed rates are unchanged.
   Start date	Required.
   End date	Optional. It cannot be earlier than the start date.
   Notes	Optional free text.

   Important: Choosing Active makes this the client's active agreement. Only one agreement can be active per client, so the client's previous active agreement is marked Expired and deactivated, which removes it from the default Agreement Records list. This form saves straight away. Check Status before you choose Save changes, and review the line items on upcoming shifts, which keep pointing at the previous agreement. (The Activate button on the client's card asks you to confirm and gives the same reminder.) Choosing Expired or Cancelled also deactivates the agreement, so it leaves the Agreement Records list unless you choose Include inactive.

   Note: BondiByte marks an agreement Expired once its end date has passed. The profile has no field for Total budget, which is set only when the agreement is created.

   

4. Choose Save changes

   1 Check your changes, then choose Save changes.

   2 Choose Cancel instead to leave the form without saving.

   

5. Check the saved profile

   1 A message confirms Service agreement profile updated.

   2 The form closes and the profile shows your changes, for example the new text in Notes.

   

What happens next

The profile shows your changes straight away. The change is recorded in the client's History tab as Service agreement updated. The entry names the agreement and who made the change, not which field changed.

Add or review the agreement's line items below the profile. See Add line items.

If you changed Status to Active, the agreement is now the client's active agreement and the previous one is marked Expired. BondiByte uses the client's Active agreement when it adds billing to shifts and prepares invoices.

Important notes

Good practice

• Keep Status as Draft while you are still preparing the agreement. Choose Active only when the agreement should start being used for billing, because it also marks the client's previous active agreement Expired.
• Set the correct Start date and End date before you add line items. Each line takes its dates from the agreement when you add it, so lines you saved earlier keep their weeks and cost if you change the agreement's dates afterwards.
• Use Notes to say why you changed something, such as the plan review that led to a new end date. The History tab records only that the agreement was updated, not what changed or why.
• Check the pricing zone before you add line items. Changing the pricing zone affects new line items only, and existing agreed rates stay as they are. See Choose a pricing zone.

Troubleshooting