Before You Start
You need access to Invoicing and permission to manage participant plans.
You should be able to:
Open Invoicing
View the Plans tab
Create a new plan
Select participants
Add budget details
Add plan goals and notes
If you cannot see the Create Plan button, ask an administrator to check your role permissions.
Go to Invoicing
From the left navigation menu, open Invoicing.
At the top of the page, click Plans.
The Plans page shows existing participant plans in a table.
You can view plan details such as:
Name
NDIS Number
Coordinator
Status
Management
Budget
Active
Plan End Date
You can also use the search bar to find a plan by participant, coordinator, or NDIS number.
Click Create Plan
Click Create Plan.
This opens the Create New Plan page.
The page includes the main plan form on the left and a Plan Summary panel on the right.
Complete the NDIA Plan Core Details
In the NDIA Plan Core Details section, enter the main plan information.
Complete the required fields first:
Select NDIS Participant
Management Type
Coordinator
Start Date
End Date
Plan Status
Active Plan
When you select an NDIS Participant, their participant details and NDIS Number may populate automatically if already saved in the system.
The Management Type controls how the plan is managed.
The Coordinator is the staff member responsible for the plan.
Set the Plan Dates and Status
Choose the plan Start Date and End Date.
Then select the Plan Status.
Common statuses may include:
Draft
Pending
Approved
Use Draft if the plan is still being prepared.
Use Approved when the plan is final and ready to use.
If this plan should be used as the current plan for the participant, tick Active Plan.
Add Budget Details
In the Budget Details section, enter the participant’s funding amounts.
Available budget fields include:
Total Plan Budget
Core Supports Budget
Capacity Building Budget
Capital Supports Budget
You can also flag special funding types if applicable:
Has flexible funding
Has SIL funding
The sum of the sub-budgets should match the Total Plan Budget.
Add Detailed Budget Allocations
Use Detailed Budget Allocations to track funding against specific categories.
Select a category under Add a category.
If no categories are available, you may need to configure NDIS billables first.
The page may show this message:
No categories
Configure NDIS billables in Admin → Invoice Settings before adding allocations.
Once categories are available, select the relevant category and add the allocation details.
Add Plan Goals
In the Plan Goals section, click New goal or Create first goal.
Use this section to add goals and outcomes linked to the participant’s plan.
Goals help track what the participant is working towards during the plan period.
Add Notes
In the Notes section, add any extra context that does not fit elsewhere.
You can add:
General Notes
Implementation Notes
Use General Notes for approvals, decisions, and plan context.
Use Implementation Notes for how the plan will be delivered, provider workflow, or guardian configuration.
You can also use the available snippet options, such as:
Approval
Budget
Guardrails
Provider workflow
Review Guardrails and Alerts
The Guardrails & Alerts section is used for utilisation, low-balance, and expiry reminders.
A coordinator may be required before guardrails and alerts can be configured.
If you see Coordinator Required, return to NDIA Plan Core Details and assign a coordinator.
Review the Plan Summary
Use the Plan Summary panel on the right to check readiness before creating the plan.
The summary shows:
Readiness percentage
Plan details completion
Budget completion
Allocations
Goals
Notes
Client
Dates
Total budget
You can also use the Sections panel to jump to:
Details
Budget
Allocations
Goals
Notes
Guardrails
Create the Plan
Once the required fields are complete, click Create Plan.
Review the plan after creating it to confirm that the participant, dates, budget, goals, and notes are correct.
Important Notes
Required fields are marked with an asterisk.
Only one plan can be marked as Active per participant.
The Coordinator may be required before alerts and guardrails can be configured.
Budget allocations depend on categories configured in Admin → Invoice Settings.
The Plan Summary helps you check whether the plan is ready before creating it.
Use Draft status if the plan is not final yet.
Troubleshooting
If you cannot see the Create Plan button:
Check your role permissions.
Confirm you have access to Invoicing.
Ask an administrator to review your access.
If no participant appears in the participant field:
Check that the participant has been added to the system.
Search using the participant’s name.
Confirm the participant record is active.
If no budget categories are available:
Go to Admin → Invoice Settings.
Configure the required NDIS billables.
Return to the plan and try adding allocations again.
If guardrails or alerts cannot be configured:
Assign a Coordinator in the core details section.
Save or complete the required plan details.
Check that the plan dates and budget details have been entered.
If the plan budget does not look correct:
Check the Total Plan Budget.
Review each sub-budget amount.
Make sure the sub-budgets match the total plan budget where required.