Service agreements help make sure the participant and provider have the same expectations of what supports will be delivered and how they will be delivered.

CareMaster is introducing a new feature that allows providers to generate, share, and manage Quotes and Service Agreements within the platform. This feature enhances provider-client engagement, supports compliance, and simplifies documentation processes in line with NDIS and Aged Care standards.

Key Capabilities

• Dynamic Quote Builder Generate service quotes tailored to client care plans, including support categories and pricing.

• Service Agreement Generation Seamlessly convert quotes into formal Service Agreements with embedded terms, schedules, and consent prompts.

• Digital Acceptance Workflow Enable participants or their representatives to sign and return agreements via email. Track acceptance status within CareMaster.

• Audit and Version History View history of all signed versions, current or archived, for regulatory confidence.

View a demonstration below:

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Activating the Service Agreement Function

The Service Agreement function can be toggled on/off.

As an Admin, go to Settings > System Settings > Search ‘Service Agreements’ and toggle on/off as required.

Creating a New Service Agreement

In your required Participant Profile, on the right hand column, scroll down to Service Agreements.

Click on the pencil to Edit.

In the Main Form, enter a Date Range:

Template

The Template tool allows you an easy format, free typing space for you to add in all specific information relating to the terms and agreements of the Service Agreement between you and your Participants.

Use the Default Template to store your core Service Agreement which can be easily applied or future needs.

Press Save to update the Template and press Use to have the Template applied.

Quoting

For Quoting, first select the Service Organisation and the Service Item. Add a description such as link to Goal. By already selecting the Service item, the Unit of Measure and Unit Cost are auto filled for you.

Enter the number of services per Quote Period (defaulted to Weekly), and it will display the cost per Week / Month / Overall Period.

Keep adding Service item based on the Participants planned needs

*The NDIS Price Guide is installed for you within CareMaster for Quoting.

Back on the Main Service Agreement page, you can now see it in it’s DRAFT form.

In Draft, using Tools, you have some additional options of:

• Edit - Reopens the Agreement for editing
• View - Opens in Read Only
• Clone - Create a copy that can be edited when a plan changes allowing you to keep the original
• Generate a PDF - Create a PDF document that can be downloaded and saved / shared **Formatting the PDF is outlined below.
• Send to Client - Create a simple and immediate email to your Participant with Service Agreement PDF Attached.

Once the Draft has been sent, the Tools menu updates to

• View - Opens in Read Only
• Clone - Create a copy that can be edited when a plan changes allowing you to keep the original
• Download PDF - creates a download file
• Accept - Allows you to add an Accept date and upload the signed document.

Decline - Will decline this version of the Service Agreement

Once a Quote has been Accepted by the customer, you can then Confirm the

Once a Service Agreement is confirmed and the current date is within the service agreement date range, the status shows as Active.

Send to Client - Emailing a Service Agreement

Draft Service Agreements can be sent directly from within the Participant Profile.

In the Participant Profile, select Service Agreements.

You will see a list of your Service Agreement history for your Participant. Select Tools and Send to Client.

Fill in your To/CC with your relevant email address and add a Subject.

The Email Template has a default Template option where you can store a pre saved template.

We have created an example for you;

Dear {{client_name}},

Attached is the Service Agreement for your review and approval. This agreement outlines the services we will be providing, along with the terms and conditions.

Kindly click the link below to view and electronically sign the agreement: {{acceptance_link}}

If for any reason the e-signature option does not work for you, please print the attached document, sign it physically, and send the signed copy back to us.

If you have any questions or would like to discuss any part of the agreement, feel free to reach out.

Best regards,

{{company_name}}

Press Save to update the Template and press Use to have the Template applied.

Once sent, the Customer can then sign the document Online and it is captured in the system.

In the received email, it will have the PDF Attachment. It will give you 2 options to sign

Print and Sign; or follow the Link for an electronic signature;

Add your Electronic Signature and Accept

Once the Participant has Signed and Accepted the Service Agreement, you can select Tools and Confirm to finalise this process.

The finalised Service agreement will be saved in the Documents section of the Participant profile.

Understanding your Generated Service Agreement