CoordHub tracks budget utilisation in real time as activities are approved, invoiced, and claimed. You can see the current state from the participant’s Plans tab.

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The budget utilisation view

Open a participant profile and click Plans. Click on the active plan to see the budget breakdown. Each support budget shows:
ColumnWhat it means
AllocatedTotal amount in the NDIS plan for this category
ApprovedActivities approved but not yet invoiced
InvoicedActivities included in a sent invoice
SubmittedNDIA claims lodged via PRODA
RemainingAllocated minus all spend (approved + invoiced + submitted)

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Plan health colours

The budget row is colour-coded based on how spend is tracking against the time remaining in the plan:
ColourThresholdMeaning
🟢 GreenOn trackSpend rate is proportional to time elapsed
🟡 Yellow×1.10 overspend ratioSlightly ahead of the expected spend rate — monitor
🟠 Orange×1.25 overspend ratioSignificantly ahead — take action to pace spending or seek a plan review
🔴 RedOverspent or ×0.75 underspendEither the budget has run out, or spend is so far behind there may be significant underspend at plan end
These thresholds follow NDIS price guide guidance and are calculated against the participant’s PACE funding period (for PACE participants) or plan end date (for standard plans).

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Unsubmitted activities

The utilisation view also shows unsubmitted activities — activities that have been approved and exist in CoordHub but haven’t been included in an invoice yet. This helps you spot work that’s been done but not yet billed before the plan period ends.
If a participant is showing as on track but has a large volume of unsubmitted activities, include those in your utilisation review — they’ll become billed spend once invoiced.

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Reading the utilisation accordion

When you click on a plan budget row to expand it, the accordion shows a breakdown of spend by activity status:
ColumnWhat it means
AllocatedThe total dollar amount in the NDIS plan for this category — set when you added the plan
ApprovedActivities that have been approved by a manager but not yet included in an invoice. This represents work done but not yet formally billed.
InvoicedActivities included in a sent invoice, but not yet confirmed as a PRODA submission or plan manager payment
SubmittedNDIA-managed: PRODA claims that have been exported and uploaded to myPlace. Plan-managed: invoices sent to the plan manager.
RemainingAllocated minus the sum of Approved + Invoiced + Submitted. This is the spendable budget left.
% UsedTotal spend (all statuses) as a percentage of Allocated
A note on “Remaining”: The Remaining column is conservative — it deducts Approved activities even though they haven’t been invoiced yet. This means the Remaining figure may be lower than what’s actually been paid to you. This is intentional: it prevents coordinators from accidentally overbilling a budget by not counting pending work.
Why does the Remaining amount look lower than I expected? Remaining deducts all Approved, Invoiced, and Submitted amounts from Allocated. If you have a large number of Approved (but not yet invoiced) activities, they’re already deducted. This is a conservative calculation to prevent over-servicing a budget.What happens when Remaining reaches zero? CoordHub shows the budget row in red. New activities can technically still be logged against this support item, but they won’t be claimable from the NDIA — the budget is exhausted. If you continue to log activities after the budget runs out, discuss with the participant and their planner about whether a plan review is needed.Can I increase the Allocated amount in CoordHub? Yes — if the participant’s plan is amended by the NDIA and the budget increases, update the Allocated amount in CoordHub to match. Go to the participant’s Plans tab, open the plan, and edit the budget. The change takes effect immediately.