Service Agreements and Contracts
Build, sign, and store service agreements.
The Service Agreement Builder turns a configurable template into a signed PDF, with auto-filled client, plan-manager, date, and line-item detail, then sends it for electronic signature.
Before you begin
Before creating a Service Agreement, make sure you have completed the following. BondiByte provides the tools to create and manage Service Agreements but does not provide legal advice. We recommend reviewing your agreement wording with your organisation or legal adviser before publishing templates.
- Created the participant profile.
- Configured the participant's plan management type.
- Added billing contacts and funding information.
- Prepared your organisation's agreement wording.
- Confirmed the support line items to be included in the agreement.
Recommended setup order
For the best experience, we recommend creating Service Agreements in the following order.
1 Complete participant & billing details
Before generating a Service Agreement, ensure the participant's profile includes:
- Contact details
- Plan management type
- Billing information
- Funding details
This information will automatically populate the agreement, reducing manual data entry.
2 Configure your agreement template
Open the Service Agreement Builder and review your agreement template.
This is where you'll customise your organisation's agreement, ensuring it reflects your branding and service delivery requirements.
3 Customise the template
Edit your agreement using the built-in rich text editor. You can:
- Add your organisation logo
- Format headings and content
- Insert automatic variables
- Edit the HTML source if required
Variables allow participant information, dates, funding details and service line items to populate automatically whenever a new agreement is generated.
4 Publish your template
Once your agreement has been reviewed, publish the template.
Publishing creates a version that can be used to generate participant agreements while preserving version control for future updates.
5 Generate & review the agreement
Generate a Service Agreement for the participant and carefully review the PDF before sending. Check that:
- Participant details are correct
- Funding information is accurate
- Support line items are complete
- Dates and agreement wording are correct
Reviewing the agreement before sending helps prevent unnecessary amendments later.
6 Send for electronic signature
Once you're satisfied with the agreement, send it to the participant or authorised representative for electronic signature.
After the agreement has been signed, BondiByte automatically stores a secure snapshot of the signed version against the participant record.
This ensures the original agreement remains permanently available, even if the template is updated in the future.
Understanding Service Agreement settings
Template
A reusable agreement document that can be customised with your organisation's branding, formatting and content.
Variable
Automatically populated information inserted into your agreement (participant name, Plan Manager, agreement dates, funding details and support line items), reducing manual entry and improving accuracy.
Template Version
A published version of your Service Agreement template. Each signed agreement is linked to the template version used at the time it was signed, providing a complete historical record.
Line Item
An individual funded support included within the agreement, containing service details, quantities and budgets that flow directly into your billing workflows.
Snapshot
A permanent copy of the signed agreement stored against the participant record. Snapshots ensure previously signed agreements remain unchanged, even if the template is updated later.
Best practice
- Finalise and publish your agreement template before generating agreements for multiple participants.
- Use automatic variables wherever possible to reduce manual data entry.
- Preview every generated PDF before requesting signatures.
- Keep your agreement template up to date with your organisation's approved wording.
- Regularly review support line items to ensure they align with participant funding and service delivery.
Common mistakes to avoid
- Generating Service Agreements before completing participant funding and billing information.
- Sending agreements without reviewing the generated PDF.
- Relying on the default agreement wording without tailoring it to your organisation.
- Editing a published template and expecting previously signed agreements to update automatically. Signed agreements are permanently snapshotted and will always reflect the version that was signed.
- Forgetting to include service line items before generating the agreement.
What to do next
Related guides
Clients
Set up client profiles, NDIS number, contacts, representatives, emergency contacts, plan management, linked site, and billing context.
Service Agreements and ContractsStaff Contracts
Build a staff contract template with variables and pay-level line items, generate a PDF, and send it to staff for electronic signature.
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.