Guide to Plan Management
Plan management is a type of disability service funded through the National Disability Insurance Scheme (NDIS). Its main purpose is to assist NDIS participants to manage their NDIS plan funding. Plan management is focused on the financial administration side of an NDIS plan. It includes tracking budgets, processing claims, paying invoices, and providing reporting so participants can see how their plan funding is being used.
Participants often want the flexibility of choice and control, without having to handle all the financial administration themselves. Plan management can be one option that supports that balance, depending on the participant’s preferences, capacity, and support needs.
What is Plan Management?
Plan management providers can support participants by managing and monitoring a participant’s budget, managing NDIS claims, and paying providers for services delivered. They provide regular statements showing the financial status of the plan, including prompt notification of over- or under-utilisation. Plan management is also commonly described as increasing choice and control by providing additional financial assistance with plan implementation and utilisation.
Some plan management providers may also offer guidance about how to use plan funding effectively. This can help build a participant’s financial capacity and knowledge over time, particularly when it is paired with clear reporting and an agreed approach to invoice approvals and budgeting.
Methods of NDIS Funding Management
There are three main ways funding in an NDIS plan can be managed
Self-Managed
The participant (or plan nominee) manages the funds and claims reimbursements. Self-managed participants can generally access both registered and unregistered providers, subject to NDIS rules.
Plan Managed
The participant uses a registered plan management provider to manage the plan funds. A plan manager received funds and pays providers on the participant’s behalf. Plan-managed participants can generally purchase supports from both registered and unregistered providers (with some important exceptions).
Agency Managed
The participant chooses to have the NDIA manage the funds. The NDIA pays registered providers directly on the participant’s behalf.
Plan Managers & Registration
The NDIS Quality and Safeguards Commission (NDIS Commission) regulates the market for disability supports and services, including setting and enforcing standards through registration requirements and the NDIS Code of Conduct.
Plan management providers must be registered. Plan managers typically operate under the registration group “Management of funding for supports in participant plans.”
Registered & Unregistered Providers
A key feature of plan management is that it can allow access to both registered and unregistered providers (for many different support types). However, there are supports that must be delivered by registered providers only. Only participants who self-manage or plan-manage can choose to use unregistered providers.
Importantly, the NDIS Code of Conduct applies to both registered and unregistered providers who receive NDIS funding. This means participants still have protections and complaint pathways even where a provider is not registered. Participants can also verify whether a provider is registered by checking the NDIS Commission’s provider register.
Participants who use non-registered providers should also be aware of NDIS price controls and claiming requirements. Plan managers are responsible for ensuring invoices they pay are within relevant price limits and align with how supports are described in the plan. Official pricing information is published as “NDIS Pricing Arrangements and Price Limits” (often called the NDIS Price Guide).
Plan Management Guiding Principles
The information provided sets out expectations for plan management services that align with participant choice and safeguards. These principles focus on outcomes, independence, accountability, and informed decision-making.
Achieving goals and outcomes
A plan manager should support budget management and funded support administration in a way that helps a participant work toward goals and outcomes. This usually involves collaboratively reviewing what funding exists in the plan and clarifying how spending can align to goals.
Ensuring independence and managing conflicts of interests
Plan managers should assist with financial aspects without furthering their own interests or the interests of third parties. The NDIS Commission highlights integrity, honesty, and transparency as part of the Code of Conduct, including how providers manage real or perceived conflicts of interest.
The NDIA also publishes guidance about conflicts of interest in the provider market, reinforcing expectations that providers act in a participant’s best interest.
Demonstrating accountability
Plan managers are expected to keep accurate records (including invoices and evidence), provide regular reporting (at least monthly), and alert participants to risks such as overspending or paying for items that are not funded under the plan. They are also expected to have secure systems for storing participant information.
Consumer awareness
Plan management should support participant rights as consumers and help participants make informed choices about supports and services, consistent with the plan.
Participants & Plan Managers
Plan management works best when roles are clear. A participant can request plan management during a planning meeting, and if approved, separate funding is included in the NDIS plan to pay for plan management services.
During establishment, a plan manager and participant should typically agree on various practical details, such as:
How invoices and receipts will be submitted
Whether the participant wants to approve all invoices or pre-approve certain recurring supports
The participant’s preferred method of communication
How the plan manager will monitor budgets and report on spending
What dispute resolution steps apply if something goes wrong
Connect to a Plan Manager
Participants can find and connect with plan managers through Local Area Coordinators (LAC), early childhood partners, support coordinators, peer recommendations, or online tools. The NDIA’s Provider Finder is a commonly used starting point for searching for registered providers. Participants can also verify registration via the NDIS Commission provider register.
Service Agreements
When a participant uses NDIS funding to pay for supports, they are entering into a contract with a provider. A service agreement is a written agreement that sets out what the participant and provider have agreed to, and it’s covered by Australian Consumer Law.
For plan management, a service agreement commonly outlines:
The services being provided (for example, financial administration only, or additional capacity-building supports)
The duration of services and notice periods
Roles and responsibilities (including invoice approvals)
Fees and how they will be claimed
Communication preferences and accessibility needs
Dispute resolution processes
The NDIS website provides guidance on making and using service agreements, including what to consider if changes are needed.
Plan Management Services
Plan Management (Financial Administration)
This refers to the day-to-day financial administration of a participant’s plan funding. It commonly includes budget monitoring, processing claims, paying invoices, budget monitoring, processing claims, paying invoices, keeping records, and issuing statements (at least monthly). It may also include supporting access to a wider range of providers, including unregistered providers, while ensuring compliance with price limits and the NDIS Pricing Arrangements and Price Limits.
Plan management funding is typically separate to the “reasonable and necessary” funding criteria for disability supports and includes an establishment component and an ongoing monthly fee component, with amounts and claiming rules governed by the NDIA.
Capacity Building & Training in Plan and Financial Management
Depending on a participant’s circumstances, capacity building supports may also be included as funded supports. These supports focus on strengthening skills such as budgeting, organising records, understanding service agreements, and building confidence to direct supports. Where appropriate, they may also foster in developing skills to self-manage over time.
Invoices, Payment Process & Reporting
Plan managers generally need invoices and receipts to obtain enough information to process payments accurately, including provider details (and ABN), dates of service, descriptions, and costs. Participants and plan managers should agree on an invoice authorisation approach. For example, participant approval for every invoice, or pre-approval for regular supports.
Plan managers are also expected to issue monthly statements that show plan expenditure, remaining balances, and whether spending is tracking above or below what would be expected across the plan period. Where there is risk of overspending or where invoices fall outside the plan scope or price controls, the plan manager should raise this promptly with the participant (or their representative). Official NDIA pricing and price limit information is available online and updated regularly.
It is also important to note what plan management does not do for participants. Plan managers are responsible for paying for supports in line with what the plan and price controls, but they do not make decisions on what is “reasonable and necessary” at the point of purchase. That decision is made at planning and review stages when the plan is created or reassessed. Plan managers also typically do not provide broader plan implementation support such as provider sourcing, rostering, or advocacy. Those functions are more aligned to support coordination or NDIS Partners in the Community.
Changing Plan Managers
A participant can choose to change plan management providers during the life of their plan, subject to any notice periods in the service agreement. Clear transitions generally involve:
Agreeing to an end date for invoice processing with the current plan manager
Clarifying whether any invoices are outstanding or expected
Providing a transition statement showing plan spend and balances
Ensuring providers know where to send invoices moving forward
Complaints & Safety Pathways
Participants can raise concerns directly with providers. They can also make complaints to the NDIS Commission about the quality and safety of NDIS supports and services. The NDIS Commission provides information about complaints processes and provider obligations under the Code of Conduct.
Plan management is one of the main ways an NDIS participant can organise plan spending while maintaining choice and control. A plan manager’s role is primarily financial administration: paying invoices, tracking budgets, reporting on utilisation, and helping participants stay within plan limits and price controls. Plan management can support more consistent budgeting and reduce administrative pressure across the life of a plan.
Purple Leopard Plan Management can support participants and nominees to set up plan manage in a way that matches their preferences, reduces administrative load, and improves visibility over plan spending. To discuss plan management options, participants can contact Purple Leopard.
For more information on the NDIS, visit: ndis.gov.au