Your complete guide to NDIS plan management: make the best decision for you
You’ve probably heard the term thrown around in NDIS conversations, but what exactly is NDIS plan management, how does it work, and is it right for you?
Deciding how to manage your NDIS plan is an important choice that can shape your NDIS experience from day one, including the level of support you receive and how much time you spend on all your paperwork.
This article is your complete, plain-English guide to plan management, providing all the necessary info, so you can make the best decision for you.
What is NDIS plan management?
A plan manager (like Plan Partners) handles the admin side of your NDIS plan, getting your providers paid on time, helping you track your spending, and ensuring all your paperwork is NDIS compliant.
With plan management, you keep full choice and control over your supports, services, and providers. Your plan manager simply frees up your time, provides clarity and guidance, and helps you get the most out of your funding.
Best of all, the cost for plan management is covered by funds added to your plan under the ‘Improved Life Choices’ or ‘Choice and Control’ categories. So, you get the extra support without any extra cost.
Why was plan management introduced?
For many people, managing an NDIS plan can take up a fair amount of time - processing invoices, keeping records, tracking budgets, and staying on top of NDIS rules and updates. Sometimes, it can eat up as much as 20 hours of your time every week, depending how many supports and services you use.
Plan management was introduced during the early rollout of the NDIS to ease the burden and give you support to confidently manage your plan and funding, allowing you to focus on your supports.
How plan management differs from other options
When it comes to managing your NDIS plan, you have 3 options:
Plan-management: A plan manager, like Plan Partners, looks after your admin and supports you to get the most out of your plan. With this option, you can use both registered and non-registered providers, giving you wider choice and access to smaller providers who may be a great fit for you.
Self-management: This is where you do everything yourself, including paying your provider invoices and tracking your budgets. With this option, you can also use non-registered providers.
NDIA-management: The NDIA handles your admin. With this option, you can usually only use registered providers.
Who provides NDIS plan management?
Plan management is delivered by independent, registered NDIS providers known as plan managers. From boutique operators to larger organisations, they can vary in size and level of support. Some specialise purely in plan management; others offer many different types of financial services.
Also, the quality of tools and systems used by plan managers can vary. For instance, not all plan managers offer automated systems that improve speed, accuracy, and efficiency of their services.
It's a good idea to do your research and understand what you want from a plan manager, so you can pick the best one for your preferences and situation.
Just remember, plan management is paid for separately through your NDIS plan at no cost to you.
How plan management actually works
Plan management might sound complicated, but it’s actually pretty simple once you know how it works. Here’s a step-by-step look at what happens behind the scenes.
- Choose and endorse your plan manager
You’ll need to start by choosing your plan manager and endorsing them with your My NDIS Contact, LAC or NDIS planner. This is a new requirement the NDIS introduced that's about enhancing your choice and control. - Organise your team
Despite what some people think, plan managers don’t control how you use your funding – that's up to you. You get to choose your supports and providers and if you have a support coordinator, they can help you get the right team in place.
Many people find Plan Partners’ Budget Calculator useful to work out the cost of supports based on the NDIS Price Guide. This makes planning and scheduling supports easier. - Put service agreements in place
The NDIS recommend having service agreements in place with each of your providers to set expectations and ensure you get the best level of service. And some plan managers (like Plan Partners) are able to set aside funds according to your service agreements to make sure you have enough for your regular supports. - Providers send invoices to your plan manager
One of the great things about plan management is providers send their invoices directly to your plan manager to process. This way, they get paid and you get to enjoy your supports without having to worry about a thing! - Your plan manager checks invoices and claims are NDIS compliant
When you have plan management with Plan Partners, our automated systems ensure all invoices and claims are compliant before they get sent to the NDIS. This means less rejections and faster payments. - Payment is processed
Once approved, payment can be processed in a matter of days. At Plan Partners, customers have a few options for approving invoices through their Customer Dashboard. Approve each invoice manually, opt for automatic approval, or set approval after a few days – easy! - Budgets updated in real time
An efficient plan manager has the systems in place to update your budgets in real-time and offers helpful tools (like the Plan Partners’ Dashboard), so you can see live balances and spending. - Receive statements and spending alerts
Your plan manager should also email you updates of your spending, remaining budgets, and payments, so you have alternative options for keeping on top of things. - Records stored securely
Records should be securely stored and be easily accessible for things like plan reviews and audits. - Easy access to reporting
Reporting should be easy for both your providers and you, so you get clear insights, and your providers have access to payment info for bookkeeping.
What does your plan manager actually do?
There’s quite a bit of work that goes on behind the scenes when it comes to plan management. A plan manager needs to make sure the admin side of your NDIS plan is managed smoothly and compliantly to make things easy for you. It's a partnership. You decide how to use your funding; your plan manager supports you to get the most out of it.
Here’s what that looks like in practice.
Core plan manager responsibilities (in plain language)
Invoice management
Plan managers receive invoices directly from your providers, check the details are correct, and make sure they meet NDIS rules before processing.
Provider payments
Once approved, we make sure your providers get paid quickly, so there are no delays to your supports and services.
Budget tracking
We provide you with the tools and resources to easily track your spending in real time across all your budgets, so you have full transparency over what’s been used and what’s left to spend.
NDIS compliance
We make sure that everything you buy meets NDIS guidelines. This way, you avoid issues down the track.
Price Guide checks
We confirm your providers are charging the correct rates according to the NDIS Price Guide, so you don’t overpay.
Financial reporting
We provide clear reporting for both you and your providers, so you have everything you need for things like plan reviews, and your providers can easily manage their bookkeeping.
Record keeping
We securely store all invoices, payments, and documents, which is super important for audits or plan reviews.
Claims lodging
We process your claims for out-of-pocket expenses, so you get speedy reimbursement from the NDIS.
Problem resolution
If there are any payment or invoice errors, disputes, or overcharging, we follow up with the provider and try to resolve things for you.
Fraud protection
Not every plan manager offers this, but it’s a big one. Plan Partners have a dedicated fraud protection team, saving our customers over $5million in potential fraud.
Info and guidance
As experts in the NDIS, we are available to answer your questions about your NDIS plan, what you can and cannot spend, and we keep you up to date with important legislation changes.
A typical day with a plan manager (what you don’t have to do)
While you’re going about your day enjoying your supports, your plan manager might be:
- Receiving and checking invoices from your providers
- Flagging an incorrect rate and following it up with a provider
- Processing approved invoices for speedy payment
- Answering a payment query from one of your providers
- Informing you about an NDIS update that may impact your plan or spending
This all happens quietly in the background, so you can focus on enjoying your day and getting the most out of your supports.
What you’re still responsible for
One of the biggest myths about plan management is that it means you have to hand over control of your funding, and we become the gatekeeper. This isn’t true. Plan management exists to support you. You’re still the decision-maker.
Here’s what stays firmly in your hands:
Choosing your supports and services
You get to decide what supports you want and what goals you’re working towards.
Selecting your providers
You choose who delivers your services based on what feels right for you. And one of the great things about having plan management is that, unlike when your plan is NDIA managed, you get to choose from both NDIS registered and non-registered providers. This means more choice and access to small, local providers who may be a great fit for you.
Deciding how to use your budgets
You control how your funding is used across your plan categories (so long as spending aligns with NDIS rules).
Communicating your needs
You get to set expectations with your providers about what you need, when, and how you want your services delivered. Once, you’ve agreed on everything, we recommend setting up a service agreement to safeguard your interests.
Reviewing your spending
Your plan manager should set you up with the tools and resources to regularly check your budgets and payments, and see how much funding you have left.
Making changes when needed
If something isn’t working, you can change providers, supports, or frequency of service, and your plan manager will make any necessary admin adjustments.
Attend plan reviews
You get to communicate your needs in plan reviews and goal setting (although feel free to ask a family member or friend to accompany you). Your plan manager should provide you with any relevant spending info and reporting to support your case.
What plan management isn’t (common myths, busted)
Many people have misconceptions about plan management and worry it might limit their choice or control. This misunderstanding often means they miss out on support that’s designed to make managing their NDIS plan easier.
Here are some of the most common myths and the truth behind them.
- “Plan managers stop me using the supports I want.”
Reality: We don’t decide what supports you use or which providers you work with. Our role is to help you understand your NDIS plan and what it covers. If a support falls outside your plan, we can guide you through your options. - “I’ll lose control of my NDIS plan”
Reality: Plan management actually gives you more control over your NDIS plan. We help you understand your options and give you the tools to approve invoices and track your budgets, so you always have clear visibility and control over your spending. - “Plan management costs me money”
Reality: Plan management costs you nothing. Plan management is added to your NDIS plan under Choice and Control, and paid for by the NDIS. All participants have the right to have plan management. All you have to do is ask for it and nominate who you’d like to be your plan manager. - “I can only use registered providers”
Reality: You get to choose from registered and unregistered providers. Another great thing with plan management is that, unlike NDIA-managed plans, you can use both registered and unregistered providers, giving you more choice. - “Plan managers are the same as support coordinators” Reality: Plan managers take care of your admin; support coordinators help you find and organise your services.
At Plan Partners, we offer both plan management and support coordination, so you get the best of both worlds. Your plan and admin are taken care of freeing up your time, while you get support securing and organising the best supports for your needs. - “I won’t know where my money is going”
Reality: Plan management gives you more visibility over your funding. A plan manager, like Plan Partners, gives you access to your own Dashboard showing your spending, budgets, and invoices in real time. - “It’s too complicated to set up”
Reality: You can sign up for plan management in a few simple steps. Once you have endorsed your plan manager and have plan management added to your plan, signing up with your plan manager is quick and simple. - “Once I choose a plan manager, I’m stuck forever” Reality: You can change plan managers anytime.
If you’re unhappy with your current plan manager, you can switch at any time in 3 simple steps.
Plan Manager vs Support Coordinator vs LAC (the differences explained)
These three roles are often confused or bundled together when, in fact, they’re all very different. Having said this, they can work alongside each other to help you get the most out of your NDIS plan and make everyday life easier.
Here’s a quick comparison.
Plan Manager
- Processes your provider invoices
- Helps resolve payment discrepancies
- Supports you to track your budgets and spending
- Keeps records and statements up to date
- Provides visibility over your funding
Some plan managers, like Plan Partners, go even further than this:
- Having systems in place to properly safeguard your funds
- Putting money aside for regular providers so your supports run smoothly
Support Coordinator
- Helps you find the best providers based on your preferences
- Connects you to suitable services and supports
- Helps build your confidence and capacity to organise your supports down the track
- Problem-solves when situations or legislations change that may impact your plan
LAC (Local Area Coordinator)
- Works for the National Disability Insurance Agency (NDIA)
- Primary point of contact to help you prepare, understand, and implement your plan
- Assists at planning and review stages by gathering information, helping define your goals, and linking you to suitable community services
Is plan management right for you?
Having plan management is a personal choice and really depends on how you want to spend your time and energy. It’s a great fit for people who:
- Have limited time and energy for admin
- Are managing multiple providers and invoices
- Want peace of mind their spending and record keeping is NDIS-compliant
- Anyone looking to reduce stress and mental load
- Parents and carers juggling work, family, and other responsibilities
- People who want 24/7 access to live balances and budget tracking.
When deciding whether to have plan management, think about how you would prefer to spend your time. If you want to focus on your supports and goals, plan management can give you the freedom to do exactly that.
How to get started with plan management
Getting started with plan management is pretty simple, and in many cases, you can start receiving support in a matter of days.
Before you apply, it helps to have a few key details on hand to make sure your setup is stress-free from the start.
- To get started, have your NDIS number and a copy of your current NDIS plan at the ready.
- Make sure you have plan management included in your plan under Capacity Building, Choice and Control or Improved Life Choices. If plan management isn’t in your plan, you can ask to have it through your My NDIS Contact, Local Area Coordinator (LAC) or NDIS planner.
- When registering, you’ll need to endorse your chosen plan manager. If you’re choosing Plan Partners, make sure you give our registration number, 4050002983, to your NDIS representative.
- Once you’re ready, you can sign up for plan management with your chosen provider. Plan Partners have a quick and simple online sign-up process to make things super easy for you.
- After you sign up, your provider will confirm when your registration is complete and guide you through any next steps. From there, they can begin processing your invoices, and (if you’ve signed up with Plan Partners) get you set up with your very own Dashboard to track spending, see live balances, approve invoices and more!
Plan management FAQs
What is NDIS plan management?
NDIS plan management helps you manage your NDIS funding by processing your provider invoices, taking care of your NDIS paperwork, and supporting you to track your spending and budgets.
What does a plan manager do?
A plan manager gets your providers paid on time and correctly, supports you to track your spending, and helps you understand your NDIS plan and funding categories.
How much does plan management cost?
Plan management is added to your NDIS plan under Capacity Building, Choice and Control. It’s funded by the NDIS and costs you nothing.
How does a plan manager get paid?
NDIS plan managers are paid directly by the National Disability Insurance Agency (NDIA) using separate funding that’s added to a participant’s plan. This means there’s no out-of-pocket cost for participants.
Do I lose control with a plan manager?
Not at all. You remain in full control, choosing your providers and supports. Your plan manager simply takes care of your admin and helps you get more from your funds.
Can I use unregistered providers with plan management?
Absolutely. Plan management allows you to use both registered and unregistered providers.
What’s the difference between a plan manager and a support coordinator?
A plan manager handles the admin side of your plan, while a support coordinator helps you organise and connect with the best supports for you.
How do I get plan management in my NDIS plan?
Ask for plan management at your planning meeting or during a plan review. You’ll need to endorse your chosen plan manager, so have their registration number handy.
Who are Plan Partners?
Plan Partners are one of Australia’s most longstanding and leading plan managers. We have years of experience working in the disability sector and with the NDIS to help you understand your plan, what it covers, and the supports available to you. This way, you can navigate the NDIS with confidence and get the most value out of your funds.
Learn more about how we support you as your plan manager.
Chat with us online or give us a call on 1300 333 700.