Build and Manage Quotes and Budgets for Clients

Build and Manage Quotes and Budgets for Clients

Managing a client's budget is important to ensure no one is left out of pocket and to ensure that clients get the most out of their funding and assist them achieve their goals. CareVision's Quote and Budget capability allows you to build out quotes for leads and active clients, and to easily use these quotes to generate agreements, and once accepted the client care service plan, funding and fees for billing and claiming. 

The Client Quote brings together the ability to quote a client on a single screen, including their funding streams, fees, recurring and one-off service charges.

Adding and Managing Quotes 

There are a number of circumstances when you would need to generate a new quote for a client: 
  1. Adding new clients
  2. Updating existing client packages when they are due for a review, See  Requoting or Upgrading Client Package Using Quotes and Contracts
  3. If there are any significant change to the client's package like if they need to go up another level on their package. See  Requoting or Upgrading Client Package Using Quotes and Contracts
The most logical place to add a quote is from the client profile, however you can also add quotes from the quote action board and the quick create icon. Each of these are shown below: 






Quote Status Stages & Workflow

The primary stages of a quote are: 
  1. Draft - You can modify the quote and usually this is the status the quote is kept in until the quote is complete
  2. Open - When you complete a quote and want to send to the client for feedback or review, the quote is open. The quote must be provided to the client to be accepted, as such it must go through this stage before it can be accepted. You can edit the quote in this stage based on feedback from the client you need to ensure you provide the edited quote to the client
  3. Accepted - If the client accepts the quote the quote is locked in, and the items on the quote are populated on the client profile accordingly. From this stage you are unable to edit the quote again as it is a formal record.
  4. Archived - If the quote expires due to non acceptance, or the client rejects the quote then the status becomes archived. From here you cannot edit the quote but you can copy it to generate  a new one. 


As the quote goes through these stages there are notifications that can be triggered and used to send updates to interested parties, you can learn more about notification management in the knowledge base, however some common quote examples include: 
  1. Notify the client via email with a PDF attachment of the quote when moved to status of open 
  2. Notify the finance team when the first quote for a client is accepted with relevant details for finance team to set up client 
  3. Notify the Scheduling team when any quote for a client is accepted so they can be aware of schedule changes covered by the quote 
  4. Notify the client when they accept a quote so they can have a copy of the quote for their records 
  5. Notify the plan manager or billing contacts on the quote about the accepted quote 

Elements of a Quote

Quote Header 

The header of the quote is made up of: 
  1. Created By - Who created the quote
  2. Created On - Date the Quote was first Created
  3. Quote Reference - Auto Generated Quote Number this increments per organisation branch which is important consideration for multi branch organisations
  4. Quote Type - The type of quote, which allows you to have multiple print formats for the quotes or if you integrate to document signing software multiple templates 
  5. Status - The current status of the quote and the ability to change it 
  6. Valid Until - Defaults to 30 days from created date, and indicates to what date the pricing on the quote is valid to be accepted within. 

Funding Sources and Income 

Funding Sources are added from the organisations Funding Source Templates, and contain the rules and details of the funding and subsidy that the client has. When the funding is added here the summary calculations display the breakdown of the funding available per day, per week, per month, and per year, as well as a total. These summary calculations help with planning and budgeting the services to be delivered to the client.  It is important to understand how these are calculated see: Quote Calculations Explained for more detail. 

In addition to viewing the total funding, there is also a summary of the fee types 'Funds In Add to funding' and Funds in Deduct from Funding which accounts for additional amounts to be paid for by the client. This can help explain to a client how the Income Tested Fee impacts the available funding for example. 





  1. Funding Source - The source of income to the clients services. There are default funding source templates set up to make it easy for you to set up a new client. The templates contain the reporting details, values, and renewal period. 
  2. Funding Type Reference - The type of funding, this allows multiple funding sources of the same type to be pooled 
  3. Funding Amount - Amount of funding income in the period
  4. Funding Source Renewal Period - The frequency of the funding amount renewal. You may indicate if the fund renews on a daily, weekly, monthly, yearly or poly-weekly basis.
  5. Funding Start Date - The start date of the client funding
  6. Funding End Date - The anticipated end date of funding, however this can be left open ended / blank if it is ongoing funding.
  1. Funding Outlet Activity ID - The Outlet ID of the funding source is a reference used for DEX reporting, however it is also used to group funding types similar to funding type reference above in the exports. 
  2. Funding Fees - These are the fees which are applicable to the selected funding source or funding source type and could be charge to the client 
  3. Funding Services - The group of services or billing categories which this funding entitles a client to receive. 
  4. Funding Service Billing Categories - These are the available billing category rate sets associated with the services selected, and which are applicable to the type of funding
  1. Funding Participation Type - The Type of Participant, used for Government Reporting 
  2. Funding Billing Contacts - When a client invoice should be sent to a billing contact, please ensure that you select the appropriate billing contact here 

Fees and Charges

There are 3 types of Fees Items, Funds In-Deduct, Funds In-Add, and Funds Out.
  1. Funds In-Deduct fees often occur when it is required for the client to pay a certain amount of money to receive a funding such as Income Tested Fee in Homecare. Sometimes  a Funds In-Deduct fee can be waived, which means the client does not need to pay the amount but the funding subsidy would still be deducted by this amount.
  2. Funds In-Add fees often occur when the client's funding source is not enough to cover a service they are receiving, or where the client opts to pay a top up to the funding amount to receive GST free services under the funding arrangement. Examples of this include Basic Daily Care Fee or Private Top Ups
  3. Funds Out fees often occur when a client pays you the provider or a third party for something such as care management, or recurring vital call service with their funding source.
For more detail about fees see Fee Billing Categories

When fees and charges are added to the quote they need to be associated with a funding source type as shown below highlighted in Blue. This allows the appropriate handling of the deductions and additions to funding. In the example below, an Income Tested Fee has been added and it has reduced the funding subsidy by the amount of the Income Tested Fee. 




Case Management and Package Management are also items which are added as fees, and in some cases services such as Vital Call or recurring subscriptions for the clients care are added here. In the example below there is a Daily Fee that is based on a % of the clients funding. This fee amount is automatically calculated based on the Funding for that type the client has. It is important to align the frequency of the funding renewal and the fee renewals for accurate calculations and alignment. 



Recurring Services 

Recurring services are the backbone of your care delivery and produce the detail of the client Care Services Plan once the quote is accepted. When adding services to the quote you are able to select from the services and rates that the client is funded for in the funding sources area of the quote discussed above. When adding the recurring services the detail required is similar to the client care plan and includes: 
  1. Service 
  2. Frequency 
  3. Start Date 
  4. End Date 
  5. Deliver on Public Holidays 
  6. Continues on Leave 
  7. Use Default Funding Source 
  8. Is the booking a sleepover? 
  9. Details of Occurrence Schedule and Booking Details
    1. Either the Day of Week, or Occurs on Date and Number of Weeks depending on the frequency selected
    2. Start Time, Duration, Sleepover Start Time (if applicable) 
    3. Billing Categories and Line Items 
    4. Manual Line Items 
As you add each service "Service Item'" to the quote it can have multiple Service Item Schedules, as such you can copy the schedule and modify the days, dates, and start times while keeping the same billing category and line items. This makes it easier to create multiple occurrences of the same service. 

If you cannot find the service or billing category rate you are looking for then it is likely not covered by the funding sources available to the client. In this case you may be able to add the service to the funding or you may need to add the appropriate funding source to the clients quote. 





One Off Services and Purchases

Just like when you add a recurring service you can add a one off service or a purchase. The details captured are similar to the recurring service with the exception of selecting a date of occurrence as opposed to the recurring schedule details. 

Adding one off services and purchases allows you to include forecast purchases for a client that are planned for a future date, or to schedule some of the onboarding services such as a nursing assessment. 

Attachments and Comments 

When generating a quote you are able to add attachments, which could include: 
  1. Estimates or quotes from 3rd party suppliers 
  2. Evidence of the client support plan 
  3. Reference materials used to generate the quote 
  4. Attach the final signed quote
You can also add comments to the quote which can be used for: 
  1. Notes to justify service plan or quote, that would be relevant to anyone reading or reviewing the client quote 
  2. Notes about special terms agreed to with the client to be included in the client quote or agreement 

Quote Summary

At the end of the quote there is a summary of the quote showing how the quote balances and includes the estimated number of hours of service for the quote. It also provides totals as well as the forecast amounts for per day, per week, per month, and per year. 

It is important to note that the Total is the Total Balance remaining, it indicates if the services and goods and fees on the quote are going to come in over or under budget. The aim is to keep this as a positive number but close to 0 which indicates the plan is within budget and effectively providing supports and care to the client. 




Printing the Quote and the Agreement

Once the quote has been set up, you can download a print out of the quote or the agreement. Each of these is defined below: 
  1. Quote - There are some common quote print formats included within CareVision and the details of these are explained on this article, however your organisation can have a custom print format generated and you can also have different formats for different quote types which is popular within organisations that deliver combination of Home Care and NDIS services for example. 
  2. Agreement - If your organisation has set up an agreement format you can generate the client contract and agreement from a quote. It will merge details from the client profile and the quote to the agreement making it easier to sign up clients for services. 
There are various places where you can print the quote or the agreement from, these are shown below highlighted in blue and green respectively. 

From Any Quote Detail View 
 From the Client Profile Quote List


From the Action Board Quotes 



Editing and Updating Quotes 

You can edit a clients quote when it is in the stages of: 
  1. Draft 
  2. Open 
It is important that if you edit the quote you resend it to the client with the updated details, particularly if it is already in the status of open which indicates it has been given to the client.

While you are unable to edit rejected , cancelled, or accepted quotes, you are able to make a copy of them if the need arises. i.e. if a client changes their mind after previously rejecting the quote and decides to go ahead. This function is available with the clipboard icon next to the quote, and can help with quickly recreating the quote that you can then edit in the status of draft. 

    Request an Article or Guide

    We are keen to know what you want to know more about? Let us know on chat or raise a ticket for an article or topic you would like covered in more detail. We have a team of technical writers and learning content creators keen for your suggestions.