NDIS participant registration and service agreements
Send one link. Your participant, or their nominee, completes their details and signs your service agreement on their phone. Everything is stored in Australia and kept as a dated PDF.
Full Professional access for 30 days. No card. Then $19 a month.
Your onboarding pack: participant registration (NDIS number, plan start and reassessment dates, representative, support coordinator, alternative contact, who filled it in), then your service agreement carrying your fees, your notice period and your invoice-approval rule, then a signature, then a dated PDF on the participant's record. Australian servers. $19 a month. See what the participant fills in, or download the free service agreement template.
Everything before the first invoice
The NDIA guide splits a plan manager's job into two columns of eight. ClientForms is the left column. Six of the eight are sections in the agreement your participant signs. Two are not: the supports and goals discussion, and confirming there is sufficient funding in the plan.
What ClientForms does
Where it lands in your agreement
- Discussion about a participant’s supports and goals as stated in the NDIS planSetup meeting preference, at registration
- Provide information about respective responsibilitiesWhat we do
- Provide confirmation there is sufficient NDIS funding in a participant’s planNot covered. This one needs the my NDIS provider portal.
- Agree on a preferred method of invoicing and/or how receipts are exchangedHow invoices are handled
- Obtain a participant’s preferences regarding visibility over provider invoicesSeeing your invoices
- Walkthrough a plan manager’s process for receiving and managing invoicesHow invoices are handled
- Outline responsibilities for ongoing monitoring and management of plan budgetStatements
- Provide information about established dispute resolution processesIf something goes wrong
Your own plan management system
Claiming, invoicing and statements
- Managing and monitoring a participant’s budget for the duration of the NDIS plan
- Managing the NDIS claims and disbursing funds to providers
- Ensuring funds are spent in accordance with the plan
- Maintaining records and producing at least monthly statements
- Provide information showing the financial status of the plan
- Provide an end date for processing invoices
- Provide a statement on switching plan managers or at plan reassessment
- Providing access to a wider range of providers within NDIS price limits
Source: NDIA Guide to Plan Management, September 2020, section 4.
What the NDIA expects
Their words, then what happens.
“A meeting… must take place for the establishment fee to be claimed. A record of the initial meeting must be maintained”
What happens
The setup meeting preference is captured at registration, and the dated PDF is the record.
“A plan management provider must have robust security processes in place to store and maintain participant information… must protect against unauthorised access”
What happens
Stored in Australia only. Encrypted at rest and in transit.
“These records should be consistent with the Australian Taxation Office requirements.”
What happens
Every registration and every signed agreement is kept as a dated PDF on the participant’s record.
“must ensure a participant or delegated decision maker fully understands and comprehends the terms of the service agreement”
What happens
One section at a time, on their own device, at their own pace. The signature is the last step, after the terms.
“expected to use a participant’s preferred language and method of communication when establishing a service agreement”
What happens
Preferred contact method and accessible format are questions on the registration form, and the agreement's Talking to you section commits you to the format they asked for.
“This arrangement should be defined and clearly captured in the service agreement prior to commencing claiming.”
What happens
Approving invoices is a question inside the agreement: approve every invoice, or pre-approve regular providers. Signed.
“as long as a participant complies with the notice periods agreed in their service agreement”
What happens
Your notice period, stated in the term section, seen before they sign.
Quotations from the NDIA Guide to Plan Management, September 2020.
What the participant fills in
Eight steps: seven pages of questions grouped by topic, then a review before it sends. Three of them, as the participant sees them.
Step 1 of 8 · Who is filling this in · ~8 min left
So we know whose details go where
Who is filling this in?
The participant, filling this in themselvesSomeone acting on their behalfSomeone else helping themYour first nameRosemaryYour last nameBrennanThe rest of the form asks about the participant. We ask this first so the questions name the right person.
Step 4 of 8 · NDIS Plan Details · ~5 min left
About Talia · you're filling this in for them
The NDIS plan
We need these to set up plan management with the NDIA. You can find them on the plan itself or in the my NDIS app.
Talia's NDIS participant number430512998Talia's plan start date14/07/2026Talia's plan reassessment date12/07/2027If you do not have these to hand, leave them blank and send the form. We can follow up.
Changing from another plan manager
Is someone else managing this plan at the moment?
NoYesStep 5 of 8 · Acting on Their Behalf · ~4 min left
About Talia · you're filling this in for them
Someone acting on their behalf
Only if someone is formally or informally acting for the participant. Most people can answer no and move on.
Does anyone act on Talia's behalf?
NoYesTheir rolePlan nomineeCorrespondence nomineeChild representativePower of attorneyCourt or tribunal-appointed guardianHelping informally, with no formal appointmentTheir first nameRosemaryTheir last nameBrennanRelationship to the participantParentTheir emailrosemary.brennan@example.comTheir phone0412 345 678We use these to reach them about invoices and statements.
Answer page 1, and every label afterwards changes
The same field on page 2, in both states.
If they answer
The participant, filling this in themselves
Your date of birth03/11/1998If they answer
Someone acting on their behalf
About Talia · you're filling this in for them
Talia's date of birth03/11/1998Name, preferred name, date of birth, address, email, phone, participant number, plan start and plan reassessment all follow the answer. Before the participant's name is given, the label reads The participant's date of birth. It never guesses a pronoun.
Your agreement, your wording
Seventeen sections, prebuilt. Edit any of them, reorder them, remove them.
Rich text content
The NDIA funds plan management separately from your other supports, in its own budget. Our fees come out of that budget, not out of the funding for your other supports, and not out of your own pocket.
We charge:
• a one-off establishment fee, when plan management is first set up
• a monthly fee, for as long as we manage your plan
Service Agreement - Talia Brennan - signed 18 August 2026.pdf
Our fees
The NDIA funds plan management separately from your other supports, in its own budget. Our fees come out of that budget, not out of the funding for your other supports, and not out of your own pocket.
We charge:
• a one-off establishment fee, when plan management is first set up
• a monthly fee, for as long as we manage your plan
How long this agreement runs
This agreement starts on the day it is signed and runs while Saltbush Plan Management manages the funding in your NDIS plan.
Either of us can end it by giving 14 days notice in writing. You can change plan managers at any time, as long as the notice agreed here is given.
Approving invoices
Before we start paying providers on your behalf, we need to know how much you want to be asked.
Check with me before paying any invoicePay invoices from my regular providers without checking, and check with me for anyone elseYour agreement
By signing below, I confirm that:
• I have read this agreement, or had it read to me, and I understand it
• I have had the chance to ask questions and have them answered
Rosemary Brennan
Signed by Rosemary Brennan, plan nominee, for Talia Brennan · 18 August 2026
The prebuilt wording covers how you work: your fees, your notice period, your invoice rule. It carries no liability clause, no indemnity and no governing law clause. Your terms is the section your own wording goes in, and every other section can be edited or removed, so an agreement you already have can be pasted straight over ours.
Want the agreement as a document first?
The same 17 sections are available as a free template: a completed sample PDF with no email needed, and the blank agreement as an editable Word file.
Change any of it
Your logo, your colours, and every optional field on or off. The interesting part is the ten fields a plan manager is never asked to collect.
Ten things a plan manager never asks
These are not defaults you have to remember to switch off. When a plan manager's registration form is built, every one of them is forced off, whatever the settings say.
- Medicare details
- Private health fund
- DVA details
- Mental health plan
- GP details
- Other specialist
- Safety screening question
- Emergency contact
- Court orders
- Report required
Always collected
About You
Contact
Your logo
Colours
- Warm Neutral
- Soft Sage
- Warm Sand
- Cool Mist
- High Contrast
Where the data lives
One thing worth knowing beyond the storage itself.
The NDIS number is treated as sensitive
Cleared from the form receipt after 60 days. The identifier stays on the participant's record for as long as you manage the plan.
The full detail is in the privacy policy, which covers participants, representatives and signed agreements.
Common questions
What do I need to onboard a participant?
One link. The participant, or whoever acts for them, fills in their details and their NDIS plan information, then reads your service agreement one section at a time and signs it. You get a dated PDF of both on their record.
What does the NDIA expect in a service agreement?
The Guide to Plan Management asks the two parties to agree how invoices reach you and how quickly you pay them, whether you check every invoice before claiming or pre-approve regular providers, what the participant can see, when statements arrive, how you will communicate, how disputes are handled, and the notice period either side gives. All of those are sections in the agreement you send.
Can I use my own agreement wording?
Yes. Every section can be edited, reordered or removed, and there is a section marked Your terms for your own wording. We do not provide legal advice, and the prebuilt wording carries no liability clause, no indemnity and no governing law clause.
Is this a plan management system?
No. Claiming, invoicing, budget tracking and monthly statements stay in whatever you use for them. This is the registration and the agreement that happen before the first invoice.
Where is participant data stored?
In Australia only, encrypted at rest and in transit. The NDIS number is treated as sensitive and cleared from the form receipt after 60 days, while the identifier stays on the participant record for as long as you manage the plan.
Can a nominee or representative complete the registration?
Yes, and the form asks who is filling it in on the first page. Every question after that names the participant instead of saying you, and the PDF records who completed it and in what capacity.
What does it cost?
Full Professional access for 30 days, with no card. After that it is $19 a month.
Start free for 30 days. No card.
Full Professional access for 30 days, then $19 a month. The free plan after that is three active forms and ten responses one-time, which is about five participants.
Start freeQuiet design. Real impact.