What is Plan Managed Invoicing?

Plan managed invoicing is when an NDIS provider sends their invoice to a registered Plan Manager rather than the participant or the NDIA. The Plan Manager claims the funds from the NDIS and pays the provider directly, usually within 2-5 business days.

The Verdict: Is your invoicing speed hurting your cash flow?

Best for: Providers who are tired of the “back-and-forth” with Plan Managers and want to get paid within the standard 2–5 day window without manual follow-ups.

The Reality: Plan Managers use automated software (OCR) to read your invoices. If your layout is messy, your math is slightly off, or you use a Word doc, their system kicks it out before a human even sees it. This is why “standard” invoices often result in 14-day payment delays.

The Bottom Line: To get paid fast, you need an invoice that is “machine-readable” and 100% price-compliant. Sole eliminates the guesswork by saving Plan Manager emails to your client profiles and locking in NDIS price caps, so your invoice passes through their automated systems on the first try.

How to Invoice NDIS Plan Managers Correctly

Stop chasing payments. Learn exactly what Plan Managers need to approve your invoice on the first go.

7 Things Every Plan Managed Invoice Must Include

Plan Managers are legally required to reject invoices that miss these details. Ensure your document includes:

1. Participant Details: The client’s full legal name and their 9-digit NDIS Number (Reference Number).
2. Provider Details: Your Registered Business Name, ABN, and current Contact Information.
3. The Support Item Code: The exact code (e.g., $01\_011\_0107\_1\_1$) from the current NDIS Support Catalogue.
4. Service Dates: Clearly defined dates and times (Start and End times) for each support session.
5. Hourly Rate: The rate charged per hour, which must not exceed the current NDIS Price Limit for that specific support item.
6. “Tax Invoice” Header: A clear title stating “Tax Invoice,” including a breakdown of GST (note: most NDIS services are GST-free).
7. Payment Details: Accurate banking information, including your BSB and Account Number, to ensure the transfer reaches you.

How to Send Your Invoice to a Plan Manager

• Step 1: Confirm the Plan Manager. Ask your client: “Who manages your plan?” Common providers include My Plan Manager, Plan Partners, Maple, etc.
• Step 2: Get the Email Address. Every Plan Manager has a dedicated accounts email (e.g., accounts@myplanmanager.com.au). Never send it to their general info or “contact us” email.
• Step 3: Format as PDF. Never send Word docs or screenshots. Plan Managers use OCR (Optical Character Recognition) software that reads PDFs best for fast processin
• Step 4: Sole App Shortcut. > Pro Tip: In Sole, you can save the Plan Manager’s email against the client’s profile. When you hit “Send,” Sole automatically emails the Plan Manager with the compliant invoice attached.

Why Was My Invoice Rejected?

• “Exceeds Price Limit”: You charged a rate higher than the NDIS allows. For example, charging $65/hr when the price cap is $62.17.
• “Funds Exhausted”: The participant’s budget for that specific category (e.g., Core Supports) has been fully spent.
• “Support Not Found”: You applied a code for a service (e.g., Transport) that isn’t funded or approved in the participant’s current plan.
• “Future Dated”: You submitted an invoice for a service date that hasn’t occurred yet—this is flagged as potential NDIS fraud.

Common Plan Manager Contact Details

Automate Your Plan Managed Invoices

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Invoicing Plan Managers: Frequently Asked Questions

Do I send the invoice to the participant or the Plan Manager?

While you should always give your participant a copy for their records, the Tax Invoice must be sent directly to the Plan Manager’s designated “accounts” or “invoices” email address to be processed for payment. Sole allows you to “CC” the participant automatically so everyone stays in the loop.

What happens if a Plan Manager says “Funds are Exhausted”?

This means the participant has spent their budget for that specific category in their current plan. You should contact the participant or their Support Coordinator immediately. To prevent this, it’s best practice to check in with the Plan Manager once a month to ensure there is enough “funding headroom” for your upcoming services.

Can a Plan Manager pay more than the NDIS Price Limit?

No. Plan Managers are strictly prohibited from paying any rate that exceeds the NDIS Pricing Arrangements. If your private rate is $80/hr but the NDIS cap is $67/hr, the Plan Manager can only pay the $67. You cannot “gap-bill” the participant for the difference under NDIS rules.

Why is the PDF format so important for Plan Managers?

Most Plan Managers use AI-driven software to “scrape” data from invoices. PDF is a fixed format that ensures your BSB, Account Number, and Item Codes stay exactly where they are supposed to be. Screenshots or Word docs often “shift,” causing the software to misread your banking details and send your money to the wrong place—or nowhere at all.

Should I include my travel and transport on the same invoice?

Yes, but they must be listed as distinct line items with their own specific NDIS codes. Plan Managers need to see the breakdown to ensure the travel is being claimed from the correct budget bucket (e.g., “Provider Travel” vs. “Activity Based Transport”).

How do I find a Plan Manager’s email if they aren’t on your list?

Check the participant’s Service Agreement. It is a requirement to have the Plan Manager’s contact and billing details listed there. If it’s missing, you can usually find it by searching the Plan Manager’s name + “Provider Invoicing” on Google.