Where to find NDIS Budgets
Open a client profile, then go to Funding → Budget. This is where you create, view, and manage the client’s NDIS plan budgets.
You’ll also see:
Utilisation (a summary view of budget usage)
Billable Entries (the individual billable items tied to the client)
Core concepts (the basics)
A budget has a plan period
Each budget represents a plan period, defined by:
Plan Start
Plan End
Status (e.g., Active)
This lets you track funding properly across renewals (many clients will have multiple budgets over time).
A budget has a total and a remaining balance.
Each budget includes:
Total Budget (total funds allocated for the plan period)
Remaining Budget (what’s left)
As services are billed and recorded, your remaining balance updates so you can quickly see how the plan is tracking.
A budget is allocated across NDIS funding categories.
When you create a budget, you’ll allocate amounts across common NDIS support categories (covering Core, Capacity, and Capital areas). This enables category-level tracking in views like Budget Activity and Utilisation.
Creating an NDIS Budget (recommended setup flow)
To create a budget, click Create Budget in the Budget tab.
Step 1: Plan details
You’ll enter the plan setup details first:
Plan Start Date and Plan End Date
Billing Type
Client Region
Service Booking Reference (required when the billing type is NDIS Agency Managed)
Overlap protection: Imploy checks for date overlaps with existing Active budgets. If dates overlap, you’ll be prompted to adjust them before continuing. This helps prevent double-counting funding across the same period.
Step 2: Allocations
Next, you’ll allocate funding across categories.
As you enter category allocations, Imploy totals them into the overall allocated amount.
The total can also be manually overridden if needed (for example, if you’re matching a specific admin figure).
When you save, the budget is created with the total amount and an initial remaining balance.
Managing budgets day-to-day
Budget list view
In the Budget tab, each budget shows key plan info at a glance:
Plan start/end dates
Total budget and remaining budget
Status (e.g., Active)
Funding health indicator
If a budget needs attention, you may see an “Insufficient funding” warning indicator. This is designed to flag when the budget may not be sufficient based on current activity.
Budget actions (per budget)
From the actions menu on a budget, you can typically:
Edit the budget details
Delete a budget (if appropriate for your workflow)
Roll Over Funds (when there’s more than one budget available)
Add Temporary Funding
Note: Rollovers and temporary funding are treated as budget-level adjustments and appear in your budget history.
Budget Activity: the audit trail of changes
Clicking into a budget’s activity gives you a clear record of what has happened in that budget over time. This includes:
Category breakdowns (Core/Capacity/Capital)
A toggle to view Remaining Balance vs Expensed
A detailed activity table that can include:
Regular budget movements
Rollover entries (funds moved between budgets)
Temporary funding entries (additional funds for a set time window)
This gives you both a snapshot and an audit trail for reviews, internal checks, and client discussions.
How budgets relate to Billable Entries
Billable Entries are the individual billable items for the client. They are the operational side of billing, while budgets are the plan-level tracking layer.
Important behaviour to know:
Budget adjustments like Temporary Funding and Rollover can appear in the Billable Entries list, but they are not treated like normal billables (for example, they can’t be selected/voided in bulk as standard billables).
This keeps your budget history accurate while still showing funding movements alongside billing activity.
Multiple budgets and “current” plan tracking
Many clients will have multiple budgets (for example, as plans renew). Imploy supports this by letting you:
Maintain a list of budgets across time
Select which budget you want to view in summary screens (like Utilisation)
Automatically default to the most relevant budget for “today” (based on the plan dates), where possible
Next articles (recommended)
If you want to go deeper, these are covered separately: