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How to create Service Agreement

This allows you to set up Service Agreements and manage how a participant’s budget is allocated or limited for providers.

Updated this week

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Creating a Service Agreement

  1. Go to the Participants Page and double click on a Participant.
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  2. Then go to the Service Bookings (or Budget) tab. From there, click into the relevant support category (e.g. Assistive Technology).
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  3. Inside the selected category, switch to the Service Agreements tab and click
    "+ Add service agreement".
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  4. In the pop-up window :
    ​ a) Select the Provider
    ​ b) Choose whether the agreement applies at a Category or Support Item level
    ​ c) Enter the Service Agreement Amount
    ​ d) Set the Effective Date and Expiry Date (these default to the participant’s current plan dates, but can be edited)
    ​ e) Optionally, Add a Note or attach a document for reference
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  5. Once done, click Create service agreement to save.
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EXAMPLE

In this example, a service agreement is being created for Mykala Portillo under the Assistive Technology category. The purpose of this agreement is to set aside a portion of her funding for a specific provider, ensuring that the budget is clearly allocated and tracked.
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​What is being set up?

  • Participant: Mykala Portillo

  • Provider: abcsample company2

  • Applies to: Category level (Assistive Technology)

  • Agreement amount: $130

  • Dates: 01/02/2024 to 01/02/2026

  • Added a note "Sample Service Agreement for abcsample company 2"

  • Attached a file : Test.pdf

👉 This means $130 of Mykala Portillo’s Assistive Technology budget is being allocated to this provider for the duration of the plan.

How Mykala’s budget is affected (Breakdown explained)
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Before creating the Service Agreement:

  • Approved budget: $1,500.00

  • Spent (claimed): $0.02

  • Remaining: $1,499.98

  • Allocated to other Service Agreements: $250.00 (other SA for Provider AEP Health Group)

  • Available to allocate: $1,249.98

After adding this agreement:

  • $130 is allocated to this provider

  • Remaining available budget becomes: $1,169.98

👉 When this new agreement of $130 is entered, the system shows that the available budget will reduce to $1,169.98. This helps you immediately understand how much funding will remain after committing funds to this provider.


You’ll also notice that the system highlights “This agreement (net of $50.00 existing)”. This means there are already invoices totaling $50.00 that relate to this provider under Assistive Technology category
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At the bottom of the screen, the Impact Preview provides a clear summary of this existing activity. It shows that there is 1 invoice with 2 line items totaling $50.00, which will be linked to this service agreement once it is created. This gives you visibility into how past or pending charges will connect to the agreement and affect the allocated amount.
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In simple terms, for Mykala Portillo, this service agreement:

  • Sets aside $130 for a specific provider

  • Accounts for $50 already used under that provider (INV123ABC)

  • Leaves $1,169.98 still available in the budget

  • Helps ensure spending is tracked, controlled, and aligned with planned supports

You can also check the help article on "How to create a Budget Rule"

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