The 5 Stages of NDIS Funding: From Planning Meeting to Spending
Key Takeaways:
- Your NDIS funding is only as strong as the preparation you bring to your planning meeting.
- Knowing how each funding category works helps you spend confidently and avoid costly mistakes.
- If your plan doesn’t fit, you can ask for changes. Clear evidence and good timing make all the difference.
Most people don’t get excited when they hear the word “funding.” But if you or someone you care about lives with a disability, National Disability Insurance Scheme (NDIS) funding can make a real difference.
NDIS gives people with disabilities the chance to live on their terms, not just get through the day.
NDIS funding is the money set aside in someone’s plan to cover supports and services. It pays for things that make daily life work better. That might be therapy, transport, equipment, or help from a support worker. What you get depends on your needs and what’s considered reasonable and necessary.
To apply, you need to be under 65 and have a permanent and significant disability. If you're eligible, you’ll receive a plan with funding built around your goals.
This is where it can get tricky.
Getting the plan is one step. Knowing how to use the funding properly is another.
This guide breaks it all down into five clear stages. It shows what happens after you apply, how to get ready for your planning meeting, how your budget works, and what to do when things don’t go as expected.
1. Getting ready for your planning meeting
Once your application is approved, the next big step is building your plan which starts with this meeting.
Your first planning meeting sets the tone for everything that follows. If you show up unprepared, you might end up with too little support, or funding that’s stuck in the wrong budget. Fixing that later takes time, and sometimes a fight.
This meeting is your chance to lay it all out. Come ready.
Bring proof of what your life looks like day to day. That includes reports from therapists, letters from doctors, or anything else that explains what support you use, or what you’re missing.
You can also bring photos, receipts, or even a diary that shows what a regular week looks like. Don’t expect the planner to know what you need. They can only work with what they see.
It helps to make two simple lists: what’s working, and what’s not.
For example, maybe your child has been seeing a speech therapist privately but you’ve had to cut back because of the cost. Or maybe you’re struggling to get out of the house because you don’t have transport or someone to go with you. These details matter. They show the gaps.
If you’ve had funding before, explain where it didn’t go far enough. Maybe the hours were too low, or the therapist wasn’t the right fit. Say it clearly. This shows what needs to change and helps the planner get it right this time.
If this is your first plan, picture what life looks like in a good week. Now think about a tough one. What’s missing? What would help? Start there.
Be specific. The more detail you give, the stronger your plan will be.
2. Understanding the different funding types
Once your NDIS plan is approved, the funding is split into three main categories.
Each serves a different purpose.
And because you usually can’t move money between them, it’s important to know what goes where. This helps you plan ahead and avoid getting stuck with the right support in the wrong budget.
This covers everyday help that keeps things running. Think support workers, cleaning, meal prep, or consumables like continence pads. It’s often the most flexible budget and can be used across several areas of daily living.
This is for supports that build skills over time. It includes therapy, social skills programs, job training, or learning to use public transport. It’s more structured than core funding and must be used for the exact purpose it’s given for.
This covers big purchases or changes to your home or mobility. That might be a wheelchair, a communication device, or a bathroom modification. Most items in this category need quotes and approval before you spend.
It’s important to know that you can’t usually move money between these budgets. If you’ve been funded for therapy under Capacity Building but spend too much on daily supports from Core, you can’t simply shift the leftover funds around.
In some cases, there is flexibility within the Core budget itself, but not between categories like Core and Capacity Building. To make changes across categories, you’ll need to request a plan reassessment.
Getting the right balance from the start can save you a lot of stress later.
3. Working with support coordinators and plan managers
The NDIS gives people the option to get help managing their plan, because figuring it all out alone can be overwhelming, especially the first time.
Support coordinators help you understand your plan and turn it into real-world support. They find and connect you with services, book appointments, and check in to see what’s working. If your needs are complex, or things change often, they can take a lot off your plate. Some coordinators even help prepare for plan reviews or gather reports when something needs to change.
Plan managers take care of the money side. They process invoices, keep spending on track, and make sure providers are charging the right rates. It’s different from being agency-managed (where the NDIS pays directly) or self-managed (where you do it all yourself). With a plan manager, you still choose your providers—but someone else handles the admin.
Make sure these roles are included in your plan. If they’re missing, ask. You won’t be able to access these supports unless they’re funded. And having them in place from the start can save time, reduce stress, and help you get more from your plan.
4. Spending your funds (and getting things approved)
Once your plan starts, the funding becomes active, and you can begin using it. But not everything is automatic, and not everything is straightforward.
Some supports are easy to book. Things like therapy sessions, support workers, or transport services can usually start right away, especially if your plan manager or coordinator is already lined up.
But other supports need extra steps. If you’re buying equipment, making home modifications, or using funds for travel, you may need to get quotes, written recommendations, or pre-approval from the NDIS.
That part often trips people up. Without approval, you may not get reimbursed, even if the item is reasonable and necessary.
Before locking anything in, check the latest NDIS Pricing Arrangements and Price Limits. If a provider charges above the cap, the NDIS won’t cover the extra, and you’ll need to pay the difference.
Always keep a record of what you’re spending. Save invoices, receipts, and service agreements, even if you have a plan manager handling the payments.
There are money management apps that can help by tracking transactions and storing receipts securely in one place, which comes in handy when you need it.
Whether you're self-managed or using a plan manager, it helps to have everything clear and ready.
5. Reviewing, changing, or challenging your plan
NDIS plans aren’t set in stone. If your needs change, or if the plan doesn’t cover what it should, you can ask for a review.
But asking for more funding isn’t enough on its own. You need to explain why, and back it up with the right evidence.
If something is left out or denied, you can start with an internal review. This means someone at the NDIS takes another look at your request.
If the outcome still doesn’t reflect your needs, you can apply to the Administrative Appeals Tribunal (AAT). It might sound formal, but people often succeed when they have clear reports, real examples, and a solid case.
Before your next plan meeting, take stock. What worked? What didn’t? What changed?
Start pulling your documents together early. Things like therapy notes, updated goals, or new quotes.
The more prepared you are, the more likely your plan will match your actual life.
Final thoughts
The NDIS wasn’t built to be simple, but it is meant to support your life and not slow it down.
When you know what to expect and what to ask for, your funding can go further.
You don’t have to get it perfect the first time. Plans can change. Support can grow. And you don’t have to figure it all out on your own.
Whether you’re starting your first plan or adjusting one you already have, take your time, ask questions, and bring the right people in to help.
The right plan can make a real difference… but only if it fits the way you actually live.
