When you change NDIS plan managers, your new plan manager becomes responsible for processing outstanding unpaid invoices once they are recorded as your plan manager. The previous plan manager should forward any unpaid invoices to the new plan manager for payment.Changing NDIS plan managers should not leave providers unpaid or participants worried about pending invoices. However, many participants and providers are unsure about who pays outstanding invoices after a plan manager switch.This guide explains exactly what happens to unpaid invoices, who becomes responsible, and how to avoid payment delays during the transition.
Understanding Unpaid Invoices During an NDIS Plan Manager Change
An unpaid invoice is any invoice that has not yet been processed or claimed from your NDIS funding.
These invoices may include:
- Support worker services
- Allied health appointments
- Therapy sessions
- Community participation supports
- Assistive technology-related services
- Transport supports
When changing plan managers, these invoices do not disappear.They still need to be processed correctly through your NDIS funding.According to NDIS guidance, the new plan manager becomes responsible for outstanding invoices once the transfer is completed.
Who Pays Outstanding Invoices After Switching Plan Managers?
The responsibility generally transfers to the new plan manager.The NDIS states that when a participant changes plan managers, the new plan manager is responsible for any outstanding invoices.The previous plan manager should send all unpaid invoices and relevant records to the new plan manager.
Invoice Responsibility Table
| Invoice Status | Responsible Party |
| Already processed and paid | Previous plan manager |
| Submitted but not yet claimed | New plan manager |
| Not yet submitted by provider | New plan manager |
| Historical service invoices within the active plan period | New plan manager |
| Rejected invoices requiring resubmission | New plan manager |
This approach helps prevent participants from being disadvantaged by delayed provider billing.
What Does the NDIS Say About Outstanding Invoices?
The NDIS has clarified the process for plan manager changes.
Key points include:
- Participants can change plan managers at any time.
- The new plan manager can submit claims for any period within the participant’s plan.
- Previous plan managers cannot continue claiming after the participant has moved.
- Outstanding invoices should be forwarded to the new plan manager.
This system creates a single point of responsibility for invoice management.
What Happens If a Provider Sends an Invoice Late?
Late invoices are common in the NDIS sector.A provider may submit an invoice weeks after delivering support.
In most situations, the new plan manager can still process the invoice if:
- The support was delivered during the active NDIS plan period.
- The service complies with NDIS funding rules.
- Sufficient funds remain available in the relevant budget category.
The NDIS allows the current plan manager to submit claims for supports delivered during earlier periods of the plan.
Common Challenges During a Plan Manager Transition
Although the process is straightforward, delays can occur.
Missing Invoices
Sometimes providers continue sending invoices to the old plan manager.This may delay payment processing.
Duplicate Claims
Two plan managers should never submit the same invoice.Duplicate claims can cause rejection and confusion.
Incomplete Handover Information
Poor communication may result in missing records.This can slow down invoice reconciliation.
Budget Tracking Issues
Outstanding invoices may affect available funding balances.Accurate tracking is essential during the transition.
How to Ensure Unpaid Invoices Are Processed Correctly
Follow these steps before switching plan managers.
Create an Outstanding Invoice List
Ask your current plan manager for:
- Pending invoices
- Unprocessed claims
- Recent provider payments
- Current budget balances
Inform Your Providers
Tell all providers about the change.Provide updated invoice submission details.
Confirm Handover Completion
Check that:
- Participant records have transferred.
- Outstanding invoices were shared.
- Provider information is current.
Review Your Budget
Ensure enough funding remains available to cover unpaid invoices.
How Long Does the Transfer Process Take?
Most plan manager transfers take between 14 and 30 days.This timeframe allows outstanding invoices to be reviewed and participant records to be transferred correctly.
The exact timeframe may vary depending on:
- Provider responsiveness
- Invoice volumes
- NDIS processing requirements
- Handover documentation
Can Outstanding Invoices Be Rejected?
Yes.
Outstanding invoices may be rejected if:
- The support is not NDIS funded.
- Required information is missing.
- The claim breaches NDIS pricing rules.
- Insufficient funding remains available.
- Duplicate claims are submitted.
Participants should review invoices regularly to reduce these risks.
Signs It May Be Time to Change Plan Managers
Many participants switch plan managers due to:
- Slow invoice processing
- Poor communication
- Limited financial visibility
- Delayed provider payments
- Lack of budget support
A quality plan manager should make transitions smooth while protecting provider payments and participant funding.
Why Professional Plan Management Matters
Effective plan management helps ensure:
- Faster invoice processing
- Better budget tracking
- Reduced payment errors
- Clear communication with providers
- Compliance with NDIS requirements
Most importantly, it reduces stress for participants and families.
FAQs
Do unpaid invoices stay with the old plan manager?
No. Once the new plan manager is recorded, they become responsible for outstanding invoices.
Can the new plan manager process old invoices?
Yes. The NDIS allows the current plan manager to claim for supports delivered during any period of the participant’s plan.
What should the previous plan manager do with unpaid invoices?
They should forward outstanding invoices to the new plan manager for processing.
Can I change plan managers at any time?
Yes. Participants can change, remove, or update their plan manager whenever needed.
Will changing plan managers affect my providers?
No. Your providers can continue delivering supports. They simply send future invoices to the new plan manager.
What happens if an invoice arrives months later?
The current plan manager may still process it if it relates to funded supports within the active NDIS plan period and meets NDIS requirements.
Final Thoughts
Changing NDIS plan managers should not create payment problems for participants or providers.The NDIS framework clearly states that the new plan manager becomes responsible for outstanding invoices after the transition. The previous plan manager should forward any unpaid invoices, allowing supports to be paid without disruption.At Axial Plan Management, we make plan manager transitions simple. Our team works closely with participants and providers to ensure unpaid invoices are tracked, transferred, and processed efficiently, helping you maintain continuity of support and complete confidence in your NDIS funding.Contact Us today to learn how our experienced team can support a smooth transition and ensure your NDIS invoices are managed accurately from day one.