New to NDIS Plan Management? What to Expect in Your First 30 Days

Choosing an NDIS plan manager can make managing your NDIS funding easier. But if you’ve never used one before, you might be wondering what happens after you sign up.

Do you need to tell your providers? Who checks their invoices? How will you know what’s been paid and how much funding you have left?

Getting started usually involves a few straightforward steps. Your plan manager will help you understand your budget, arrange how invoices are handled and keep you informed about your spending.

Here’s what your first 30 days might look like.

Everyone’s experience will be a little different, so the timeline below is just a guide. Some steps may happen sooner or later, depending on your circumstances and how your providers and plan manager work.

Days 1–7: Getting set up with your plan manager

One of the first steps after choosing a plan manager is a setup meeting. This is an opportunity to talk about your NDIS plan, ask questions and agree on how you’ll work together.

During this meeting, you’ll usually discuss:

• Which parts of your NDIS funding are plan-managed.
• How much funding is available and how your budget is organised.
• Which providers you’re currently using.
• Where providers should send their invoices.
• How you’ll check and authorise claims.
• How you’ll receive spending statements and updates.
• Who to contact if you have questions or concerns.

You’ll also make a service agreement with your plan manager. This outlines the services they provide, their fees, and what each of you is responsible for.

Before your plan manager can submit claims on your behalf, they must be correctly recorded with the NDIA. Your plan manager will explain what’s needed to establish this connection.

Good to know: You don’t need to understand every detail of your NDIS budget before your first meeting. Your plan manager can help explain your funding and answer your questions.

Days 7–14: Your first invoices and claims

Once everything is set up, your providers can send invoices to your plan manager for supports they’ve delivered.

You can arrange for providers to send invoices directly to your plan manager or agree to review them first.

What happens when an invoice arrives?

Before submitting a claim against your NDIS funding, your plan manager checks the invoice.

These checks include whether:

• The invoice contains the information needed to process it.
• The support can be claimed under NDIS rules.
• There is enough funding available in the relevant budget.
• The amount charged meets applicable NDIS pricing requirements.
• The claim has been authorised under your agreed authorisation process.

If something is missing or doesn’t look right, your plan manager may contact you or the provider for clarification.

For example, imagine your physiotherapist sends an invoice for a session you attended. Your plan manager checks the invoice, confirms the relevant funding is available and ensures the claim has been authorised. They then submit the claim to the NDIA and arrange payment to the provider once the NDIA pays the claim.

If an invoice includes a session you didn’t attend, you should let your plan manager know before the claim is submitted.

Do you have to authorise every invoice?

You’ll agree with your plan manager on how claim authorisation will work.

You may prefer to review each invoice before your plan manager submits a claim. Alternatively, you may agree to an authorisation arrangement for regular, predictable supports.

Whatever arrangement you choose, you should understand how it works and when your plan manager will need to contact you.

Your plan manager must have the required authorisation before claiming for supports on your behalf.

Days 14–21: Understanding how provider payments work

Once the NDIA has processed and paid a valid claim, your plan manager arranges payment to the provider.

Payment times can vary. Sometimes an invoice needs correcting, you may need to confirm that a service was delivered, or the NDIA may need to resolve an issue before releasing payment.

Plan managers are expected to process valid invoices promptly and pay providers without unnecessary delays once they receive the funds from the NDIA.

If a provider contacts you about an unpaid invoice, you can ask your plan manager to check its progress.

It’s also worth asking how your plan manager handles delayed or disputed invoices, so you know what to expect if a payment issue arises.

Days 21–30: Keeping track of your NDIS budget

As your plan manager processes invoices and claims, they’ll keep records of your spending and remaining funding.

Your plan manager must provide a monthly financial statement to help you understand how your NDIS budget is being used.

Your statement should help you see:

• How much funding you’ve spent.
• How much funding you have left.
• Whether your spending is on track.
• Whether your spending is consistent with your funding periods and expected support needs.

Depending on when you start using the service, you may receive your first statement during your first month or at the next regular reporting date.

When your statement arrives, take a few minutes to review it. Check that the spending reflects the supports you’ve received and look at how much funding remains.

If you notice something unusual or don’t understand a charge, contact your plan manager for an explanation.

Your plan manager should also alert you if they identify a risk of overspending, so you can consider your options before the situation becomes more difficult to manage.

What do you need to do during your first month?

Although your plan manager handles the financial administration, you still play an important role in managing your NDIS supports.

Here are a few simple things you can do to help everything run smoothly.

Tell your providers who your plan manager is. Give them the correct contact and invoice details so they know where to send their invoices.

Forward invoices promptly. If a provider sends an invoice to you instead of your plan manager, pass it on as soon as possible.

Respond to questions about claims. Your plan manager may need you to confirm that a service took place or clarify an invoice.

Review your spending statements. Check that the charges match the supports you’ve received and keep an eye on your remaining funding.

Let your plan manager know about changes. If you’re changing providers or planning to use more supports, tell your plan manager so they can help you understand how this may affect your budget.

These small steps help you stay informed without having to manage every payment yourself.

What does your plan manager check — and what remains your decision?

Your plan manager looks after the financial administration of the plan-managed parts of your NDIS funding. This includes checking invoices, submitting claims, paying providers and monitoring your budget.

However, they don’t take over decisions about your supports.

You remain in control of which providers you use and how you arrange your services. You’re also responsible for keeping track of your spending and making sure your supports fit within your NDIS plan.

Your plan manager can explain whether a claim appears to meet NDIS requirements and whether funding is available. However, they cannot approve additional NDIS funding or change your plan.

They also aren’t automatically responsible for finding providers or coordinating your services. These tasks are different from plan management and may be handled by a support coordinator.

If you have questions about invoices, payments or your remaining budget, your plan manager can help you understand the situation and work through any financial administration issues.

By the end of your first month, what should you know?

After your first few weeks, you should have a better understanding of how your plan management service works.

Ideally, you’ll know:

• Who to contact when you need help.
• Where your providers should send invoices.
• How you authorise claims.
• How provider payments are handled.
• Where to find information about your spending and remaining funding.

You may not have experienced every part of the service yet. For example, if your providers haven’t submitted any invoices, there may be little spending activity to review.

That’s okay. What matters is understanding the process and knowing who to contact when you have a question.

Getting started with more confidence

Starting with a plan manager doesn’t mean giving up control of your NDIS plan. It means having someone handle the financial administration while you continue making decisions about your supports.

Your first month is an opportunity to understand how the service works, ask questions and become familiar with tracking your budget.

If you’re considering plan management, Ormeau Plan Managers can explain what’s involved and answer your questions before you make a decision.

Contact our team on 07 5623 8756, email hello@ormeaupm.com.au, or visit our Contact Us page.