NDIS quotes and approvals,without the back and forth.
What a quote request needs, how the three plan management types differ at approval, and what we need in order to claim — for occupational therapists, plan managers, and participants.
This page is about the paperwork.The work itself is elsewhere.
If you are a participant or a family member wanting to know what we actually build under the NDIS — bathrooms, ramps, rails, kitchens — that is on our NDIS home modifications page, and it is the better starting point.
This one is for the person assembling the request: the occupational therapist writing the scope, the plan manager approving the invoice, or the participant managing their own plan. It sets out what to send, what happens to it, and what differs between the three ways an NDIS plan can be managed.
Vital Ease is a registered NDIS provider, so we can work with participants under all three arrangements.
What a quote requestneeds to contain.
Everything here is used. Anything missing is a phone call before the quote can be written.
Client details
Name, the address the work is at, and a contact number for whoever will be home. If the participant is not the best person to arrange access, tell us who is.
How the plan is managed
Self-managed, plan-managed, or NDIA managed. This decides who we invoice and what the approval step looks like, so it changes the quote itself rather than just the paperwork afterwards.
Your specification or scope of works
The clinical recommendation, with the dimensions and the positions you have decided on. We build to it, and we ring you rather than substituting if something in it will not work in that house.
Site photographs
The part most often too thin. For a bathroom, each wall plus the plumbing point on the external wall outside it. For a step or ramp, one taken several metres back so the fall of the ground is visible.
Vital Ease at a glance
- Projects completed
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Projects completed
- Agreements with Home Care Package and NDIS providers
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Agreements with Home Care Package and NDIS providers
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Valued customers
The three plan types,and what each needs.
The approval step is where NDIS jobs stall, and it is different in each case.
Self-managed
The participant pays us directly and claims the amount back from the NDIS at whatever point suits them. It is the simplest of the three for everyone, and it needs nothing from us beyond an invoice in the participant’s name.
Plan-managed
We invoice the plan manager, who pays from the participant’s plan. Send us the plan manager’s name and accounts email address with the quote request, because chasing it after approval is the most common cause of delay on these jobs.
NDIA managed (agency managed)
We submit a service booking through the portal, and to do that we need the participant’s NDIS number, date of birth, plan start and end dates, and the support category and category code the funds are to come from. All five, or the request cannot be lodged.
How an NDIS jobruns.
Request a quote
Send the client details, the funding and how it is managed, the occupational therapy specification, and photographs. Anything essential that is missing comes back to you rather than going to the participant.
Quote issued
We quote against the scope, in a form your funding pathway can approve. Payment terms are confirmed with the quote rather than assumed, so there is no surprise at the invoice.
Approval or service booking
Self-managed participants approve and pay directly, plan managers approve against the plan, and agency-managed requests are lodged on the portal with the details above.
Works are scheduled with the client
Stock items are usually one visit. Custom items take two — a measure, where the design, the position, and the finish are confirmed on site with the client, and then the installation.
Manufacture and installation
Custom items are made to the measured dimensions. Any change to your scope goes back to you for approval and any change to price goes back to the funder, before it happens.
Completion and invoice
You are told when the work is done and sent photographs of it. The invoice goes to whoever the plan type says it goes to.
Quote applicationrequirements.
Worked examples of what a request should look like, by type of job.
Minor modifications
- The perfect OT quote request — minor modificationsComing soon
- Minor modifications — quote request requirementsComing soon
Major modifications
- Quote application request — bathroom and stepless showerComing soon
- Quote application request — rampsComing soon
- Quote application request — stepsComing soon
- Quote application request — banister railsComing soon
- Quote application request — internal doorComing soon
- Quote application request — concrete worksComing soon
Questions
What people ask aboutNDIS.
Frequently Asked Questions
How does approval work for a self-managed participant?
What does a plan-managed approval need from me?
What details do you need to submit an agency-managed service booking?
Can a participant pay for an upgrade on top of the funded work?
Can’t see your question? Call us on +61 3 8658 1358 — we’re happy to talk it through.
More from Vital Ease
The rest of whatwe do.
Let us make your homework for you.
Ready to start your modification journey? Contact our team.
Ready to make your home safer and more accessible? Our team is here to help from your first consultation through to the final handover. Let’s talk about what’s possible for your home.