This window brings together the tools needed to create a client quote, including options for income streams, fees, recurring charges, and one-off service charges. There are three options to do this:

1. Set the Quote Type field to the appropriate print layout template for the quote (such as HCP or NDIS). Each funding stream has unique formats and requirements.

2. When you create a new quote, the default status is Draft. You can update the status as the quote progresses through different stages.

3. The Valid Until field is the expiry date for the quote, which defaults to one month from the creation date. If you want to set a different validity period, you can change the value of this field.

The funding source is the client’s source of income for accessing services, which may include government subsidies or private funds.

1. Click the plus sign (+) on the right side.

2. Specify the Funding Template field by selecting your preferred option from the dropdown menu.

3. Set the Management Type to the option that best describes how the funding is managed. Select the appropriate choice from the dropdown menu: agency managed, plan managed, self managed, or another relevant type. 

This field is recommended for NDIS clients.

4. Set the Participation Type field to indicate whether the funding is for the client directly or for a support person. Select either Client or Support Person from the dropdown menu.

5. Set the Reason for Assistance field to the relevant option, such as personal and family safety, permanent and significant disability, or another relevant reason.

6. Set the Referral Source field to indicate the origin of the client referral. Select the appropriate option from the dropdown menu, such as hospital, agency, accommodation provider, or another relevant source.

7. Use the Billing Contact field to select the individual who should receive client invoices. For a billing contact to be selected, they must first be added as a finance billing contact on the client profile.

8. Specify the Billing Organisation Contact field. A billing organisation is an organisation that has been set up as an organisation contact.

9. The Default Funding Source? checkbox indicates if the funding source should be set as the default for the client’s services.

• Tick the box to set this funding source as the default.

• Leave the box unticked if you do not want the funding source to be the default.

10. Review the Funding Summary at the top to see available funding by day, week, month, year, and in total. The fee summary shows Funds in Add to Funding and Funds in Deduct from Funding. These fee types help track any additional payments or charges for the client.

1. Select a fee template to apply predefined charges. To enter fees manually, choose None.

2. Choose a billing category from the dropdown menu. When you selected a fee items template, this field is automatically populated.

3. Use the Rate Override field to manually adjust the standard rate. Enter a new rate only if you need to override the default amount.

For detailed description of each field in the Fees and Charges section, see the corresponding table.

Add any recurring services that align with the client’s Goals, Treatment Plans, and Assessments. For new clients, you need to specify services when drafting a quote. At this stage, you might not have complete information about the client. However, we recommend collecting details about goals, conditions, and treatment plans early in your discussions and adding them to the client’s record.

You can update Goals, Conditions, and Treatment Plans during onboarding after the client has signed their contract, and it is also important to update this section whenever the client has new goals, experiences changes in their diagnosed medical condition, or during regular reviews and assessments.

The quote should detail the frequency and schedule of each service, list all line items, and include the total cost for the recurring services.

1. Select a recurring service from the dropdown menu, for example, Personal Care or Home Support.

2. Choose the appropriate frequency; the subsequent fields will adjust based on your selection.

3. Enter the date the recurring service should start.

4. Enter the end date if known, or leave blank if the service is ongoing.

5. Tick the Deliver on Public Holidays? box if the service should be delivered on holidays.

6. Tick the Continues on Leave? box if the service should continue during client leave.

7. Tick the Sleepover? box if a staff sleepover is part of the service.

8. Review the list of recommended contractors if the service requires a contractor to perform the work. For more information, see the Contractor Add-On Module.

9. Choose the appropriate frequency. Frequency determines how often the service occurs (daily, weekly, fortnightly, monthly by date or week, yearly, or polyweekly). The subsequent fields will adjust based on your selection.

10. Enter the time the service should start.

11. Enter the number of minutes the service will last.

12. Choose a funding source if not using the default.

12. Specify Visit Duration, Distance Travelled with Client, Callout Distance, and Manual Line Item as needed.

13. To copy the schedule, click Copy Schedule. This is recommended for daily services to avoid manual data entry.

14. You can also click Add Schedule to create a new schedule. This is recommended if you require different information for the service on different days.

Follow the same steps as in the Completing Recurring Services section. The difference is that once-off services are single, non-recurring services provided to a client as needed, rather than on a regular schedule. Add any known once-off services required by the client so they can be included in the quote. The quote should specify the details of each once-off service, including the schedule, line items, and the total cost for these services.

Upload any supporting documents relevant to the quote in the Attachments section. This may include documentation related to the client’s diagnosed medical condition, prescribed medications, care requirements, or any other materials that support the services being quoted.

1. Go to the Attachments section.

2. Click the plus sign (+) to add an attachment.

3. Enter a title and description for the attachment, then click Add.

4. The attachment will appear under the Attachments section.

In the lower part of the quote, you can view the quote summary, which includes the opening balance, funding sources, fees, recurring services, and once-off items. Check that all details are accurate and complete to ensure the quote reflects the client’s requirements and financial information correctly.

When you save a draft quote, it is not yet finalized and remains open for further edits or updates. This allows you to review and revise any details, add or modify services, update costs, or attach supporting documents as needed before finalizing and presenting the quote to the client.

1. When you are ready to share the quote with the client, set the status to Open.

2. Click Generate PDF to create the initial quote as a PDF and send it to the client. The print format will vary based on the selected funding source type.

If the client agrees to the quote, click Generate Agreement to create the appropriate agreement, such as the Russell Kennedy Home Care Agreement or, for NDIS clients, the Russell Kennedy NDIS Service Agreement. Send the agreement to the client and obtain their signature to finalize the process.

Once the client has signed, update the status to “Accepted” or “Accepted Verbally.”