How to Fix a Signed NDIS Service Agreement Without Losing the Record

Short answer first: once a participant has signed a service agreement, you do not go back in and change it. You use Reproduce to create a new version from the same template. The signed copy stays locked exactly as it was signed, and the new version becomes the current one once it is sent and signed in turn.

That distinction matters more than it sounds. A service agreement is often the first document a participant or their representative signs with your business, and it is the one you will want to point back to later if a schedule of services or price changes. Keeping the old version untouched and starting a clean new one avoids the awkward situation of wondering which version someone actually agreed to.

Build the template once

Inside Agreements, your standing wording and automatic Provider signature live in one place under Your template. Set this up once rather than retyping clauses for each participant. Every new agreement pulls from this template, so changes to your standard wording only need to happen in one spot.

Start the agreement from the participant's own record

A new agreement is created from the participant's Service agreement section, not from a blank form. This pulls in their prefilled details so you are checking rather than retyping. Before sending, it is worth reviewing three things specifically.

• The schedule of services and prices, chosen as NDIS line items by name or code rather than typed out freehand
• The signing email address, since that is where the verification code goes when the signer opens the link
• The complete document itself, since the wording is yours to get right or get checked

It is also worth reading the whole agreement before sending rather than assuming the template is fine for every participant. Seeking independent legal advice on the wording is a reasonable step, especially for a first version of your standard agreement.

Sending is a separate action from saving

Create and send service agreement does two things at once: it saves the agreement and emails the signing link. If you are not ready to send yet, Save draft keeps the work without emailing anyone. This separation is useful when an agreement needs a second set of eyes before it goes out, or when you are waiting on a schedule of supports to be confirmed.

Once signed, the completed PDF goes to signed-copy recipients. They receive the finished document, not the original signing invitation, so there is no confusion about whether they are looking at a draft or the final version.

When something needs to change after signing

This is the part that trips people up. A signed agreement is locked on purpose, so its historical record cannot be quietly edited later. If the support hours, prices or schedule need to change, the way forward is Reproduce. This starts a new version from the existing agreement rather than touching the signed one, and you send that new version through the same signing process.

A fictional example, for illustration only

Picture a small, entirely fictional and anonymous support provider we will call Riverbend Supports. A participant's agreement was signed in March covering two support items. In June, a third item is added to their plan and the schedule of services needs updating. Riverbend does not open the March agreement to edit it. Instead, an admin uses Reproduce to create a new agreement carrying the current template and the updated schedule, sends it for signing, and the March document remains exactly as it was when it was first signed. Anyone looking back later can see both versions and when each one applied.

A quick note on logos and timing

The business logo is captured at the moment an agreement is created, appearing on its PDF, its signing page and the completed copy. If you update your logo in Business, Logo later, agreements already issued or signed keep their original branding. Only new agreements pick up the change. In the installed mobile app, this logo capture depends on the matching app update being in place, so if branding looks out of date there, check the browser version.

None of this makes a provider compliant with its obligations. It simply keeps the paperwork trail organised: one template, one record per version, and a clear line between a draft, a sent agreement and a signed one.