Virtually Accountable - NDIS Plan Manager

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Virtually Accountable - NDIS Plan Manager Boutique. Australian owned. Participant focused. We treat your money like our money.

Virtually Accountable provides personalised NDIS Plan Management with real people, real care and integrity at the heart of everything we do.

OLD INVOICES? DON’T LEAVE THEM SITTING. ⏰If you’ve got old invoices sitting in your system waiting to be sent, now is a ...
12/10/2026

OLD INVOICES? DON’T LEAVE THEM SITTING. ⏰

If you’ve got old invoices sitting in your system waiting to be sent, now is a very good time to get them sorted.

From 1 December 2026, NDIS claims must be submitted within 90 days of the support being delivered.

That means the date that matters is the date the support was actually delivered — not the date you eventually create the invoice or send it to your Plan Manager.

And there’s another reason not to leave invoices sitting around.

The NDIA is already applying additional integrity checks to older claims. Since July 2026, claims submitted 6 months or more after a support was delivered may be held for additional review, which can take up to 28 days.

So our message to providers is pretty simple:

• check your accounts for any outstanding NDIS invoices
• make sure all supports already delivered have been invoiced
• check that dates, support items, rates and participant details are correct
• send invoices promptly rather than allowing them to accumulate
• if we query something, respond as soon as possible so we can keep the claim moving.

And please don’t treat 90 days as the new invoicing schedule. 😂

It’s a deadline — not a target.

Regular, timely invoicing makes it easier for providers, participants and Plan Managers to identify issues while the information is still current.

December will be here before we know it.

Get the old ones sorted. Keep the new ones current. And don’t wait until day 89. 😉

Virtually Accountable
Boutique NDIS Plan Management
Real people. Real support. 💚

NDIS — Securing the NDIS for future generations
https://ndis.gov.au/ndis-laws/securing-ndis-future-generations

YOUR NDIS BUDGET: KNOW WHAT’S LEFTYour NDIS plan gives you choice over how you use your funding — but knowing what you’v...
09/10/2026

YOUR NDIS BUDGET: KNOW WHAT’S LEFT

Your NDIS plan gives you choice over how you use your funding — but knowing what you’ve actually spent is just as important as knowing what you started with.

When your funding is Plan Managed, your Plan Manager helps you keep track of your budget as invoices are processed.

At Virtually Accountable, we provide monthly statements so you can see what has been claimed and keep an eye on your remaining funding. There is also a real time app.

Why does this matter?

Because having funding showing in your plan today doesn’t necessarily mean all of it is available to spend on something new.

You may already have regular supports scheduled for the weeks or months ahead — and those future supports need to be considered when working out what you can comfortably afford.

A few simple habits can make a big difference:

• check your monthly statements
• know which supports you receive regularly
• consider upcoming services before committing to something new
• ask questions if your spending looks different from what you expected
• talk with your support network if you think your current supports may not remain affordable.

And please contact us if you don't understand something on your statement.

You don't need to become an NDIS accountant. 😂

But you should feel informed about your own funding and comfortable asking questions about where your money is going.

Your plan. Your goals. Your choice.

We’re here to help you understand the numbers behind it.

Virtually Accountable
Boutique NDIS Plan Management
Real people. Real support. 💚

📢 NDIA Provider Payment Assurance Reviews – Now Part of Routine Provider ComplianceProviders may start seeing more reque...
07/10/2026

📢 NDIA Provider Payment Assurance Reviews – Now Part of Routine Provider Compliance

Providers may start seeing more requests for supporting documentation relating to invoices that have already been paid.

The NDIA is conducting monthly Provider Payment Assurance reviews to verify the accuracy of payment requests made to registered providers.

Payment samples are randomly selected from payments made during the relevant month, and providers may potentially be selected more than once throughout the year.

If an invoice you issued is selected, your Plan Manager may contact you requesting evidence supporting the services claimed.

Depending on the support provided, the NDIA may request documentation such as:

• Service Agreements
• Case or service notes
• Support logs
• Rosters or timesheets
• Cancellation records
• Confirmation of whether supports were delivered face-to-face or non-face-to-face
• Evidence supporting provider travel and non-labour travel costs

The important takeaway?

Your documentation needs to support what appears on your invoice.

Dates, duration, type of support, travel and other costs should be able to be verified against your records.

This is not necessarily an indication that a provider is under investigation. The NDIA advises that samples are randomly selected as part of its ongoing Provider Payment Assurance Program.

At Virtually Accountable, when a payment we have processed is selected for review, we will identify the relevant invoice and contact the provider directly regarding the specific supporting documentation required.

Another good reason to make sure your records are accurate, contemporaneous and ready to go, because “I definitely did it, I just didn't write it down” isn't quite the evidence NDIA is looking for. 😉

Virtually Accountable
NDIS Plan Management

THE CORRECT LINE ITEM MATTERS. 🧾One of the most common reasons we need to query a provider invoice is the NDIS support i...
07/10/2026

THE CORRECT LINE ITEM MATTERS. 🧾

One of the most common reasons we need to query a provider invoice is the NDIS support item being used.

And sometimes the difference between two line items can look pretty minor — but from a claiming perspective, it matters.

The support item used needs to appropriately reflect the support that was actually delivered and be claimable from the participant's available funding.

Before submitting your invoice, please check:

• Is the participant actually funded for the type of support you're invoicing?
• Does the support item appropriately describe the support delivered?
• Are you claiming from the correct support category?
• Is the rate within the applicable NDIS price limit?
• If there are several similar line items, have you selected the one that best reflects the service provided?

Please don't choose a different line item simply because the participant has funding available in that category.

Funding sitting in a budget doesn't automatically make a different support or line item appropriate to claim.

And if we return an invoice asking you to review the claiming information, we're not asking you to simply find another code that will go through. 😂

We need the invoice to accurately reflect the support that was actually delivered.

If you're unsure, check the current NDIS Pricing Arrangements and Price Limits and the relevant support description before invoicing.

And you're always welcome to contact our team before submitting an invoice if you need clarification about the participant's available funding.

Getting the line item right the first time means fewer invoice queries, fewer corrected invoices and a much smoother claiming process for everyone.

Right support. Right claiming information. Right funding. ✓

Virtually Accountable
Boutique NDIS Plan Management
Real people. Real support. 💚

WHERE IS MY INVOICE? 👀We know waiting for an invoice to be paid can be frustrating — particularly when you've already de...
07/10/2026

WHERE IS MY INVOICE? 👀

We know waiting for an invoice to be paid can be frustrating — particularly when you've already delivered the support.

But there are a few steps happening behind the scenes before payment lands in your account.

When Virtually Accountable receives an invoice, our team needs to:

• check the invoice contains the information required to process it
• review the support, dates, rates and claiming information
• make sure the claim aligns with the participant's NDIS plan and available funding
• query anything that requires clarification
• submit the claim to the NDIS
• wait for the claim to be processed
• then process payment to the provider.

Most invoices move through without any problems.

Others need a little more investigation — particularly where the support item, rate, available funding or information on the invoice doesn't quite line up.

And that's why an invoice being sent to us doesn't necessarily mean it can be paid immediately.

Please also allow reasonable processing time before following up with our team.

Sending multiple follow-up emails shortly after submitting an invoice doesn't make it move through the process faster — although we completely understand why you're keen to know where it is. 😂

If we need something from you, we'll get in touch.

And if we do query your invoice, responding promptly is one of the best ways you can help us get things moving again.

Accurate invoice + correct information + prompt response to queries = a much smoother process for everyone. ✓

Thank you for working with us.

Virtually Accountable
Boutique NDIS Plan Management
Real people. Real support. 💚

BEFORE YOU SEND THAT INVOICE… 👀A few minutes checking your invoice before you hit send can save a lot of back-and-forth ...
05/10/2026

BEFORE YOU SEND THAT INVOICE… 👀

A few minutes checking your invoice before you hit send can save a lot of back-and-forth later.

One of the easiest ways providers can help us process invoices efficiently is simply making sure the information is complete and correct the first time.

Before sending your invoice to your participant’s Plan Manager, have a quick check:

• Is the participant’s name and NDIS number correct?
• Are the service dates accurate?
• Have you clearly identified the support that was delivered?
• Are you using the appropriate NDIS support item or claiming information?
• Are the hours or quantities correct?
• Is the rate correct?
• Does the total actually add up? (You’d be surprised 😂)
• Are your business name, ABN, invoice number and invoice date included?

And importantly — does what you’re invoicing align with the participant’s funding and the supports you have agreed to provide?

If something isn’t clear, our team may need to query the invoice before we can process it.

That means an email back to you, waiting for clarification or a corrected invoice, and then reviewing it again before the claim can continue.

Nobody wants extra admin. Us included. 😂

A quick check before you press send can make the whole process smoother for everyone.

Check it. Send it. Done. ✓

Virtually Accountable
Boutique NDIS Plan Management
Real people. Real support. 💚

WHAT SHOULD YOU EXPECT FROM A GOOD PLAN MANAGER?Plan Management should be more than paying invoices.Yes, paying provider...
02/10/2026

WHAT SHOULD YOU EXPECT FROM A GOOD PLAN MANAGER?

Plan Management should be more than paying invoices.

Yes, paying providers is part of what we do — but good Plan Management should also help you understand your funding and feel confident about what is happening with your NDIS plan.

At Virtually Accountable, we believe you should expect your Plan Manager to:

• help you understand your budget and where your funding is being spent
• provide clear information about your available funding
• check claims against your plan, budget and NDIS requirements
• identify potential issues with funding or invoices early
• explain things in plain language — without making the NDIS more complicated than it already is 😂
• actually be contactable when you need some help.

Your Plan Manager is also there to help you keep track of your spending so you can make informed decisions about how you use your plan.

And sometimes good Plan Management means asking questions.

If something on an invoice doesn't look right, if a support doesn't appear to align with the participant's funding, or if we're concerned about the way a budget is being used, we'd rather stop and check than simply process it.

Because this isn't just invoice processing.

It's your NDIS funding.

And we think it deserves to be treated with care.

Virtually Accountable
Boutique NDIS Plan Management
Real people. Real support. 💚

Messages like this absolutely make our day 🥰“Thanks Genelle for responding to my email so promptly and comprehensively. ...
29/09/2026

Messages like this absolutely make our day 🥰

“Thanks Genelle for responding to my email so promptly and comprehensively. I'm very lucky to have your assistance and think you're just wonderful at your job. Much appreciated, Sarah.”

Sometimes it’s the simplest feedback that means the most.

We know navigating the NDIS can be confusing, frustrating and, at times, downright exhausting. Being able to make things a little easier for the people we support is exactly why we do what we do.

Thank you, Sarah, for taking the time to send such a lovely message. It was very much appreciated 💛

— Genelle & the Virtually Accountable team

Monday 28 September — WHY HAS MY INVOICE BEEN QUERIED?Receiving an invoice query doesn’t necessarily mean your invoice h...
28/09/2026

Monday 28 September — WHY HAS MY INVOICE BEEN QUERIED?

Receiving an invoice query doesn’t necessarily mean your invoice has been rejected.

It means there is something we need to clarify before we can confidently submit the claim.

As a registered NDIS Plan Manager, Virtually Accountable has responsibilities around the claims we submit. We don’t simply receive an invoice and automatically pass it through for payment.

We need to make sure claims are in line with the participant’s plan, available budget and NDIS supports, and meet NDIS compliance requirements.

Some common reasons we may query an invoice include:

• the support doesn’t appear to align with the participant’s funding
• an incorrect support item or rate has been used
• dates, hours or quantities require clarification
• information is missing or the invoice may duplicate another claim
• further information or participant approval is required.

If you receive a query from our team, please respond as soon as you can. Sometimes all we need is a little more information; other times, we may ask you to issue a corrected invoice.

An invoice query isn’t a rejection.

It’s a checkpoint.

And with the new 90-day claiming timeframe approaching, resolving those checkpoints promptly is going to become even more important.

Help us help you by responding to queries promptly so we can keep your invoice moving.

Virtually Accountable
Boutique NDIS Plan Management

https://ndis.gov.au/providers/working-participants/plan-managers/how-support-participants-plan-manager

PROVIDER CHECK | IS YOUR INVOICE READY TO BE PAID?One of the most common reasons an invoice is delayed isn't the payment...
25/09/2026

PROVIDER CHECK | IS YOUR INVOICE READY TO BE PAID?

One of the most common reasons an invoice is delayed isn't the payment process itself — it's because something on the invoice needs to be clarified or corrected.

Before submitting an invoice to your participant's Plan Manager, take a moment to check that it contains the information needed to process the claim.

Your invoice should clearly identify:

• the participant receiving the support
• the provider and ABN
• invoice number and invoice date
• date/s the support was delivered
• the support provided
• the correct NDIS support item/claiming information where applicable
• quantity or hours of support
• rate charged
• total amount being claimed.

And importantly — make sure the support being invoiced actually aligns with the participant's available NDIS funding and the service agreement you have in place.

IF WE QUERY AN INVOICE, PLEASE RESPOND

Sometimes our team will need clarification before we can process an invoice.

That isn't us trying to make things difficult. 😂

As a registered Plan Manager, we have responsibilities around the claims we submit to the NDIS. If something doesn't look right, we may need to ask questions before it can proceed.

The quicker we receive the information or corrected invoice, the quicker we can continue processing it.

With the 90-day claiming timeframe commencing from 1 December 2026, getting these little things right from the beginning is going to become increasingly important.

Check it. Send it. Keep an eye on it. Respond if it's queried.

Virtually Accountable
Boutique NDIS Plan Management

Address

Mount Gambier, SA

Opening Hours

Monday 9am - 3pm
Tuesday 9am - 3pm
Wednesday 9am - 3pm
Thursday 9am - 3pm
Friday 9am - 3pm

Telephone

+61439792881

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