Booking gardening support on behalf of a participant isn't the same as booking it for yourself, and most of the friction we see comes down to a handful of details that are easy to skip past on a quick phone call — who actually gets the invoice, whether the plan even allows for this kind of support, and what happens if you're managing five clients in the same postcode instead of one. This is written for support coordinators and plan managers specifically, based on what actually slows down or speeds up a booking on our end.

For background on how funding works generally, our

covers that in more detail. This one's about the logistics of actually getting a booking over the line.

If gardening support needs to go into a plan review or a budget request, the useful thing to have in hand is a written quote — scope, frequency, and cost — rather than a verbal estimate you're paraphrasing from memory in the meeting. We'll put one together with no obligation attached, and it tends to make the conversation with the planner a lot more straightforward than trying to justify a rough figure on the spot.

This is the one detail that causes the most back-and-forth if it's left until after a visit's already happened. Plan-managed and self-managed participants are both straightforward for us — we invoice the plan manager directly in the first case, and invoice the participant directly in the second, leaving them to claim it back. Agency-managed is different, because it requires the provider to be formally registered with the NDIA, which we're not. If there's any doubt about which category a client falls into, it's worth confirming before the first visit rather than after, since it changes who the invoice actually goes to.

Participants tend to do a lot better with a fixed, recurring visit than with booking each one separately — weekly or fortnightly mowing is the most common pattern we see, and once it's set, it stays set. That means less coordination work for you long-term: no rebooking each fortnight, no chasing confirmation, just the same crew turning up on the same day.

For plan-managed clients, the invoice goes straight to the plan manager on file, which means you're not the one following up on payment. For self-managed clients, we invoice them directly and they handle the claim through the portal. Either way, the goal on our end is that you're not spending time as the middleman for something that should just run in the background.

It's fairly common for a coordinator to have two or three clients in the same suburb, and there's no reason that needs to mean three separate, disconnected arrangements. Let us know upfront if that's the case and we'll coordinate scheduling across all of them through you as a single point of contact, rather than treating each one as a cold booking. We already do this regularly in areas like

and Box Hill, where it makes scheduling noticeably easier on both sides.

Get a written quote before the plan review, confirm plan-managed versus self-managed before the first visit, and tell us upfront if you're coordinating for more than one client nearby. Those three things cover almost everything that otherwise turns into a back-and-forth after the fact.

Get in touch to request a quote for a participant, or read our

for more on how coverage works.