Adding the Services you will deliver to clients is an important part of using effectively.

Setting up your list of services within our platform enables you to:

  • Connect specific services to each clients’ unique plan to achieve their goals
  • Document your argreements around travel and cancellations
  • Link service delivery to time-tracking and progress reports, so you can accurately claim
  • Show other organisations—potential collaborators—what you do (all users see high-level service lists)
  • Extract thorough and reliable organisational reports for funding sources (DSS or NDIS).

Here are the steps required to define and describe your services.

Define the services

Before setting up your services in you will need to sit down and plan your services based on;

  • Your funding sources or ways of being paid
  • Marketing strategy or business model
  • Your human resources or access to skills/professions
  • How you need to report on services (both internally e.g. AGM/donors, and externally)

As an example; Comm.Care client Katoomba Neighbourhood Centre delivers;

  1. Community Home Visitor funded by DSS - Community Visitor Scheme (CVS)
  2. Personal Care funded by NDIS, DSS (for CHSP) and Client fee for service
  3. Book club funded by Corporate philanthropy

At first glance we have 3 services but Personal Care needs to be reported to 2 different funding bodies, so has to be entered once per each funding source;

  1. Community Home Visitor funded by DSS - Community Visitor Scheme (CVS)
  2. Personal Care funded by Client fee for service
  3. Personal Care - CHSP funded by NDIS and DSS (for CHSP)
  4. Personal Care - NDIS funded by NDIS and DSS (for CHSP)
  5. Book club funded by Corporate philanthropy

In addition, Personal Care funded by Client fee for service, has different rates for weekdays and weekends, so has to be entered once per each rate;

  1. Community Home Visitor funded by DSS - Community Visitor Scheme (CVS)
  2. Personal Care Weekdays funded by Client fee for service
  3. Personal Care Weekends funded by Client fee for service
  4. Personal Care - CHSP funded by NDIS and DSS (for CHSP)
  5. Personal Care - NDIS funded by NDIS and DSS (for CHSP)
  6. Book club funded by Corporate philanthropy

By separating each distinct service within it means that Katoomba Neighbourhood Centre can more quickly and conveniently: produce bulk uploads for the NDIS, automatically report to the Department of Social Services DEX (Data Exchange), invoice clients, reconcile activities to their chosen accounting system for banking reconciliation, and finally report to corporate donors.

Create Your Organisational Services within

Step 1. Go to your Organisations > Services section

The quickest way to go to your organisation is to click on Organisations on the top bar and select your organisation. From the top or left-hand side menu, select ‘Services’ from the drop-down menu.

Organisation service list screen

Step 2. Add a new Service

Once on the Service area inside your organisation click on Add new service on the top right to bring up the add service form.

Once you click on add service, a form will open. Fill that out to include the service name and description, and other fields depending on the funding source chosen.

For example, this is what appears when you select NDIS as the funding source:

Organisation service list screen

Fields explained

A quick guide to fields of the ‘Add New Service’ form:

State: The service’s status. This enables you to manage the lifecycle of the service. To provide service to your clients set the state to Active. All possible values are;

  • Plan: The service is planned to be provided in the near future, usually is waiting funding approval.
  • Active: The service is being provided to your clients.
  • Inactive : The service is no longer provided. This services are kept for historical reasons as they can’t be provided anymore.

Vacancies: Enter the number of available spots for eligible clients.

Funding Source: You can select the source of funding for a specific service:

  • Government grant
  • Client fee for service
  • Gift or donation
  • Corporate philanthropy
  • National Disability Insurance Scheme (NDIS)
  • Department of Social Services (DSS)

Hint: If you deliver the same service but under 2 different funding sources—create 2 services. This will differentiate them when it comes to reporting to the different funding sources.

Fees charged: Enter the average fees charged to the client if applicable.

Hint: You can enter a flat fee when your funding source is a grant, fee for service, donations or corporate philanthropy— so use the Service title/description field to explain what the fee covers (duration etc.).

Area of Service : Enter all the suburbs your organisation provides services in, this way other users can find your organisation based on services provided and location. To do this start typing the suburb name on the Enter a location box and select the suburb from the options.

If your funding source is DSS or NDIS, additional fields specific to these funding sources will appear.

Once you have finished completing the information click on the blue save changes button on the bottom right.

Adding an NDIS Service

Adding a Service funded under the NDIS requires completing additional information. This extra detail feeds into your Progress Reports and the reports that your organisation can extract to complete an NDIS Bulk Upload.

Firstly you define which parts of a participants’ plan your Service relates to, by inputting:

  • Support Purpose
  • Outcome domain
  • Support Category

Depending on the Support Catgory, you can then further refine your Service based on relevant Registration Group/s (depending on which you are approved to deliver under) and then select the specific Support line items that are relevant for this Service and your business (Depending on your market/capacity/qualifications).

If you have come to an agreement with the participant, you can also select whether or not you have agreed to charges for travel (30-minuute cap in MMM 1-3 areas, and 60-minutes in MMM 4-5 areas).

This simplifies the process of ensuring that a Service within is accurately aligned to NDIS’ complex pricing structures — which means using will lead to more accurate record-keeping, claims, billing and reporting.


You can export your billable hours to Xero for invoicing and reconciliation of payments. For to create the csv files for Xero you will need to enter the following fields;

  • Account Code: Enter the code, as it displays in Xero, to code the item to.
  • Tax Type: Enter the purchases tax rate display name as it appears in Xero. If the tax rate name contains words and a percentage, enter it in full as it appears in Xero, for example, 15% GST on Expenses.

Time to get started! Set yourself up for success in and create all the services your organisation provides.