Sourcing a service means asking several providers the same question and comparing what comes back. Done by email that comparison lives in a coordinator’s inbox, which means it is not evidence, and the participant cannot see the choice they were offered.
NDIS provider quotes — how it works
Send a request to several providers from the engagement, then record each quote against it — the amount, the hours, the dates, what is included and what is not. Quotes sit side by side against the same budget line, so the comparison is like for like rather than a mental exercise.
Accepting a quote records the decision, commits the amount against the budget, and leaves the unsuccessful quotes on file with the reason. That record is what turns a choice into evidence of choice and control.
Why it matters for NDIS providers
Choice and control is a principle a coordinator is expected to demonstrate, not merely to observe. A file that shows three quotes obtained, compared and discussed with the participant answers an audit question that an inbox cannot.
- Comparison, not correspondence: quotes recorded against the same budget line and compared directly.
- Evidence of choice: the options offered and the reason for the decision stay on the file.
- Committed on acceptance: the accepted amount counts against the budget immediately.
What's included
- Requests to multiple providers. One request, several recipients, tracked from the engagement.
- Quote records. Amount, hours, dates, inclusions and provider details captured per quote.
- Side-by-side comparison. Quotes against the same budget line shown together.
- Acceptance and commitment. The accepted quote recorded and committed against the budget.
- Unsuccessful quotes retained. The options not taken, with the reason, kept as evidence.
Who it's for
Coordinators sourcing services on a participant’s behalf, particularly for higher-value supports where an auditor or a plan reviewer will reasonably ask how the provider was chosen. It also helps participants who want to see their options rather than be handed one.
Getting started
Provider Quotes & RFQs is included in your Rostery plan and works the moment your data is in — there is no separate module to buy or set up. Book a demo and we will show it on your own workflows, and use Rostery's “Smart Switch” data migration to bring your existing clients, staff, shifts and notes across from your current software in minutes.
Terms used on this page
Related capabilities
Source
The rules this feature works to are set by NDIS — Pricing Arrangements and Price Limits, which is the authority on them and is updated more often than any page here.
