Introduction

Working with plan managers can make a huge difference for NDIS providers. They streamline payments, reduce admin work, and help providers connect with more participants.

But many providers don’t fully understand how to work effectively with plan managers. Some struggle to get invoices paid on time, while others don’t realise that a good relationship with a plan manager can bring in new business.

In this guide, we’ll break down what plan managers do, how they can help your business, and how to build long-term partnerships that benefit both sides.

What Is a Plan Manager?

A plan manager is responsible for handling the financial side of an NDIS participant’s funding. Instead of participants managing their own budgets or relying on the NDIA, plan managers pay providers on their behalf.

Plan managers act as a bridge between NDIS participants and service providers, ensuring invoices are processed correctly and on time.

Key Responsibilities of Plan Managers:

✅ Paying invoices on behalf of NDIS participants

✅ Managing participant budgets and funding allocations

✅ Helping participants track and manage their spending

✅ Ensuring compliance with NDIS guidelines

Unlike support coordinators, plan managers do not decide which providers a participant works with. However, they can recommend providers based on quality and reliability.

Why Should NDIS Providers Work With Plan Managers?

1️⃣ Faster Payments

Instead of waiting weeks for NDIA reimbursements, working with plan managers reduces payment delays and improves cash flow.

2️⃣ Less Admin Work

Plan managers handle the financial side, so you don’t have to chase invoices or worry about funding rules.

3️⃣ More Client Referrals

A good relationship with plan managers can lead to more referrals. If they know you provide great service, they’ll recommend you to participants.

4️⃣ Compliance & Support

Plan managers ensure invoices meet NDIS guidelines, reducing the risk of rejections or funding issues.

Case Study: NDIS Provider Using Plan Managers to Grow

One of our clients, an occupational therapist, struggled with late payments and rejected invoices. After building relationships with a few plan managers, they:

✅ Reduced invoice processing time from 3 weeks to 3 days

✅ Received more referrals from plan managers

✅ Had 95% of invoices approved without issues

By working closely with plan managers, they were able to grow their business without financial stress.

How to Work Effectively With Plan Managers

1. Make Their Job Easier

Plan managers handle dozens of providers daily. If your invoices are always correct and submitted properly, they’ll prioritise your payments and be more likely to refer clients.

🔹 Use clear and detailed invoices

🔹 Follow NDIS pricing guidelines

🔹 Submit invoices on time

2. Build Strong Relationships

NDIS plan managers prefer working with reliable providers. To build trust:

✅ Introduce yourself – A quick call or email to introduce your services can go a long way.

✅ Stay professional – Respond to inquiries quickly and provide excellent service.

✅ Offer flexibility – If a participant has special needs, try to accommodate their plan.

3. Get on Their Provider List

Some plan managers keep a list of trusted providers to refer to participants. Ask if you can be added to their list and send them information about your services.

4. Stay Compliant

Plan managers won’t work with providers who constantly have invoicing issues or compliance problems. Make sure you:

✔ Keep up with NDIS pricing updates

✔ Ensure invoices match the participant’s plan

✔ Maintain proper documentation for services

Common Mistakes NDIS Providers Make

❌ Chasing participants for payments instead of working through the plan manager

❌ Submitting incorrect invoices that delay payments

❌ Not networking with plan managers to build relationships

❌ Ignoring compliance rules, leading to invoice rejections

Avoiding these mistakes will make it easier for plan managers to work with you and increase your chances of getting referrals.

Conclusion

Plan managers are not just payment processors—they can be valuable partners in growing your NDIS business. By understanding how they work, submitting invoices correctly, and building relationships, you can improve cash flow, reduce admin work, and attract more participants.

If you’re an NDIS provider looking to scale, working closely with plan managers is one of the best strategies to ensure financial stability and long-term success.