Service bookings and plan budget alerts

See what each service agreement commits against a plan budget and act on budget alerts before money runs out.

Before you begin

• Permission to view budgets; to send alert notifications, permission to manage funding alerts.
• Participants have current plans with budgets.

Check service bookings

1. Go to People → NDIS plans and budgets and open the Service bookings tab.
2. Each row shows the participant, Support category, whether a Service agreement is Linked or Not linked, the Plan budget, the amount Agreed with us, and what has been Delivered and Invoiced.
3. Sort by Of agreement to find bookings close to their agreed amount (the bar includes rostered shifts).
4. On a participant’s Funding tab, the Service bookings card shows the same. A red note says when delivered and rostered supports exceed the agreed amount, which means the agreement needs updating.

Work the alerts

Alerts are raised automatically when a budget passes a usage threshold (75%, 90% and 100% by default), is forecast to overspend, is spending ahead of the plan period, or the roster already commits more than is left. New alerts notify the participant’s primary coordinator and the branch’s operations managers.

1. Open the Overspend alerts tab on People → NDIS plans and budgets.
2. Filter by Alert (Forecast overspend, Roster exceeds budget, Spending ahead of plan) or Category.
3. Read the Alert column: it explains the rostered amount, forecast overspend and run-out date.
4. Select Forecast to open the burn-down for that budget, or Adjust roster to open the participant’s roster.
5. Select Notify to send the alert to the coordinators again.

Check the agreement against the schedule

1. Open the signed agreement from Billing → Quotes and agreements and select the Use of supports tab.
2. Compare Agreed, Rostered, Delivered and Invoiced for each support. Warnings go out at 80% and 100% of the agreed amount.
3. If more support is needed, use More → Vary the agreement.

Tips

• Most alerts clear themselves when the condition goes away (for example after you reduce the roster). Threshold alerts fire once per threshold.
• Unspent funds don’t roll over, so an Under-using pace is worth raising with the participant too.

If something goes wrong

No open alert for this budget yet.

Alerts are raised when the forecast is recalculated (on every change and overnight). Try again later, or open Forecast to check the numbers.

A booking shows Not linked.

The booking has no service agreement attached. Check that the participant has a signed agreement covering that category.

The Service bookings tab is empty.

Only active bookings are listed. Bookings are not created from the web screens; see the review note or ask your administrator how bookings are loaded.