If you haven't created a budget yet, start with How NDIS Budgets Work first.
Where to find it
To view the Budget Utilisation, open a client profile and go to Billing → Budget (NDIS clients only). Click on the create budget.
Again, If you don’t see Utilisation, confirm the client is an NDIS client and has at least one budget created.
The sidebar
The left sidebar is consistent across all tabs in the Workspace.
Budget section
Budget — Funding overview and category breakdown
Expenses — All expense entries linked to the budget
Utilisation — Funding usage across support buckets
Agreements section
Planned Supports — Planned supports linked to the client
Agreement — Expands to show Create New and Generated Agreements
Budgets list All budgets for the client are listed here with their date range and status — Active, Expired, or Pending. Click any budget to switch to it. The Selected Budget panel at the bottom of the sidebar always shows which budget is currently active in your view, along with its status and remaining amount.
On mobile: Instead of the sidebar, use the Select budget dropdown at the top of the screen to switch between budgets. To switch between tabs, use the workspace selector (e.g. Agreement / Create New).
Tab 1: Budget
This is the default view when you open the Workspace.
Summary cards
Total — The full funding amount for the selected plan period
Remaining — How much is left unspent
Spent — How much has been expensed so far
Utilisation % — The percentage of total funding spent
Toggle between Remaining and Expensed views using the switch in the top right.
Action buttons
Sync Budget — Syncs the budget with the latest billing activity
Audit Trail — Opens a log of all funding changes for this budget
Add Temp Funding — Adds temporary funding to a category outside the original plan allocation. See NDIS Budget: Add Temporary Funding
Roll Over — Rolls unspent funding from a previous period into this one. See NDIS Budget: Roll Over Funds
Category breakdown
Categories are grouped by support bucket (e.g. Core). For each category you'll see:
Budget funding — The originally allocated amount and how much remains
Temporary funding — Any temp funding added, shown separately
Rolled funding — Any funding rolled in from a previous period, shown in green
Total Funding — The combined total across all funding types. Displays in red if the category has gone over budget.
Tab 2: Expenses
The Expenses tab shows all entries that have drawn against the selected budget.
Filter tabs
All — Every entry regardless of type
Expenses — Expense entries only
Temp Funding — Entries related to temporary funding
Rollover — Rollover entries only
Table columns
Date — When the entry was recorded
Entry — The entry name or type (e.g. Service (Auto-generated))
Type — Whether it's a Service, Task, or Manual entry
Funding Category — The NDIS support category it's mapped to
Status — Current status (e.g. Unpaid, Draft)
Amount — The dollar value
Actions — Options to manage the entry
Use the Search bar and Filter button in the top right to narrow down entries.
Deleting Temp Funding or Rollover entries
You can delete temporary funding and rollover entries from the Expenses tab. Both actions trigger a confirmation dialog before proceeding:
Delete Temporary Funding — "This will reverse temporary funding and deduct those amounts from the budget."
Delete Rollover — "This will remove rollover entries and reverse the rolled amounts from this budget."
Both actions are permanent, so confirm you're deleting the correct entry before proceeding.
Tab 3: Utilisation
The Utilisation tab shows how funding is tracking across the three NDIS support buckets.
Bucket summary cards
Core — Number of categories and total spent with a percentage
Capacity — Same breakdown for Capacity supports
Capital — Same breakdown for Capital supports
A percentage over 100% means spending has exceeded the allocation for that bucket.
Category list
Categories are listed and grouped under their support bucket. Each row shows the category name, how much remains, and what it's remaining of (e.g. $3,221.02 remaining of $3,500.00). Negative amounts in red mean the category has been overspent.
Expanded category view
Click the arrow on any category row to expand it. You'll see two progress views:
Budget Utilisation — Shows how much of the category's funding has been spent, with a progress bar running from $0 to the total allocation. The amount spent and percentage used are shown on the right. Use this to quickly spot categories that are close to running out or are barely being touched.
Plan Duration — Shows how much of the plan period has elapsed, with a progress bar running from the plan start date to the plan end date. Days remaining and the percentage of the plan period used are shown on the right. Use this alongside Budget Utilisation to answer: "Are we spending too quickly (or too slowly) for where we are in the plan?"
Example: A category showing 100% budget used with 0 days remaining is fully expended at end of plan — expected. The same 100% with 50% of the plan still to go would be a red flag.
Tab 4: Planned Supports
The Planned Supports tab lists all planned supports linked to the client for the selected budget period.
Click the arrow on any row to expand it and see more detail
To add a new planned support, click + Planned Support in the top right
To remove a planned support, click Remove on the right side of the row
When planned supports are saved successfully, you'll see the confirmation: "Planned supports saved for this budget."
Tab 5: Agreement
The Agreement section has two sub-tabs accessible from the sidebar.
Create New (Agreement Builder)
Use this to build, review, and download an NDIS service agreement document for the selected budget. When agreement details are saved successfully, you'll see: "Agreement details saved for this budget."
Generated Agreements
This tab shows all saved draft and sent agreement snapshots for the selected budget. If signed agreements are available, selecting one will open a Signed Agreements dialog where you can preview and download it.
Common messages
"No budget found" — No NDIS budget has been set up for this client yet. See How NDIS Budgets Work to create one.
"No budget selected" — The client has multiple budgets but none is selected. Click one from the sidebar list.
"No allocations" — A budget exists but no category allocations have been entered. Add allocations to enable category-level tracking.
Tips
The Workspace always reflects the selected budget shown at the bottom of the sidebar — switch budgets there if you're not seeing the data you expect.
Use the Expenses tab to trace specific transactions, and the Budget tab for a high-level funding overview. They complement each other.
Regularly check the Utilisation bucket cards — anything over 100% needs attention before the plan period ends.
Always read Budget Utilisation and Plan Duration together in the expanded category view. Plenty of funding remaining can still be a risk if the plan is nearly finished, and an overspent category may be less concerning if you're at the very end of a plan.
Rolled funding and temporary funding appear in both the Budget tab (per category) and the Expenses tab (as individual entries), so you can audit them from either view
Next articles (recommended)
If you want to go deeper, these are covered separately: