Planning portal vs council applications: what’s the difference and what’s faster

If you have worked in building planning long enough, you have probably noticed that the application pathway can feel very different depending on whether you go through the state planning portal or lodge directly with your local council. Both systems are designed to get a development application from A to B, but the experience, speed and certainty can vary a lot depending on the type of project you are dealing with.

As planners, we spend plenty of time managing client expectations. People want fast approvals, clear requirements and predictable outcomes. Understanding how these two pathways operate can make a real difference to turnaround times, especially for low risk residential projects where delays are avoidable.

Below is a practical breakdown of the planning portal and council lodgement process, who each pathway suits and where the bottlenecks usually appear.

How the planning portal works

Most states now require development applications to be submitted through a central planning portal. Victoria is gradually moving in this direction.

The idea is simple. Instead of submitting PDFs to a council inbox or dropping off hard copies, everything is uploaded to one system. Applicants can track progress, pay fees online and see exactly when the council has accepted the DA for assessment.

For planners, this system does remove a layer of admin. It ensures documents are named correctly, reduces missing information and forces consistency in how applications are submitted. It is particularly useful for homeowners who have never lodged a development application before. The transparency alone helps people understand why their approval is taking time.

However, the planning portal is not a magic fast track. The moment the application is accepted, the assessment sits with the local council just like it always has. The portal helps with structure, not decision speed.

How direct council applications work

Some councils still accept direct lodgement for certain certificate types or minor applications. This can feel more flexible. If you have a relationship with the assessment team or you need quick clarification on a documentation gap, sometimes direct lodgement allows a smoother back and forth.

The downside is that direct council lodgement varies significantly. Some councils have very efficient systems. Others work entirely through email and still require printed copies of plans. For applicants who are new to building planning, this can be confusing and easy to get wrong, which usually results in the dreaded request for additional information.

When an application is incomplete, the delay can be weeks rather than days. Even simple projects are pushed to the bottom of the pile until the missing documentation is provided.

Which is faster?

For low complexity residential projects, the planning portal often ends up being the faster option. Not because councils assess portal applications quicker, but because the portal reduces the most common delays. The system checks for missing documents, ensures plans are uploaded correctly and forces applicants to meet baseline standards before the DA can even be submitted.

Direct council lodgement can be faster only when the applicant already knows the exact requirements and has worked with that council before. For everyone else, the portal prevents errors that slow approvals down.

From years of planning experience, the fastest outcomes come from having the right documentation prepared properly before it hits either system. That is where the real difference is made.

Where does Planna fits in

Planna is not trying to replace either the planning portal or council. It simply makes both pathways smoother. For low risk residential projects in Victoria, the biggest advantage Planna provides is avoiding unnecessary delays by getting the documentation right the first time.

Planna helps by identifying constraints early, checking compliance and ensuring plans and reports are complete before anything is lodged. The platform is especially useful for homeowners, designers and builders who are confident managing straightforward projects but do not want to risk a time blowout because a key item was missed.

Planna’s reports are prepared within forty eight to seventy two hours and reviewed by qualified town planners. This removes the uncertainty that normally comes with drafting a statement of environmental effects or a preliminary planning report on your own. When the documentation is clear, consistent and compliant, the application moves through the planning portal or the council system with far fewer stops along the way.

This is why Planna works so well for smaller projects like alterations and additions, secondary dwellings, studio spaces and minor commercial fitouts. These jobs are ideal for in house planning because the risks are low and the requirements are predictable. With Planna, teams can handle them quickly and confidently without outsourcing.

What this means for your next project

Both the planning portal and council applications lead to the same place, but each pathway has strengths. The planning portal offers structure and reduces errors. Direct council lodgement can be more flexible if you know the assessment team well. The real difference in speed is usually determined by the quality of the preparation behind the scenes.

For low risk building planning in Victoria, Planna gives applicants the best chance at a fast approval by making the documentation accurate, compliant and ready for council from day one. It is the part of the process that planners know makes the biggest impact, and it is the reason Planna has become such a useful tool for professionals and homeowners across Victoria.

‍