How to attach a funding policy to a client ?

A funding policy links a client to a payer and defines what that payer covers: how many hours and/or what amount is authorized, over which period, and how the funding is considered exhausted. A client can have several policies (e.g. a primary and a secondary payer).

▎ Prerequisites: Third-Party Billing must be enabled and the payer must already exist. See the articles on enabling the feature and creating payers.

1. Open the client's Third-party payers section

Go to the client's profile and open the Third-party payers section. It lists the client's existing funding policies, with usage and status. Click Add a funding policy.

2. Fill in the policy

- Payer (required) — select one of your payers. (Archived payers only appear if already attached to this policy.)
- Priority (required) — Primary, Secondary or Tertiary. Use this when a client is covered by more than one payer.
- Funding exhausted based on (required) — how Colib decides the funding is used up:
- Number of hours — tracks authorized hours.
- Amount — tracks a funded dollar amount.
- Hours or amount — tracks both; whichever runs out first exhausts the policy.
- None — no consumption limit; only the date window applies.
- Policy / authorization number (required) — the payer's policy or authorization reference.
- Start date and End date (both required) — the coverage window. The end date must be on or after the start date.
- Authorized hours — the number of hours the payer covers.
- Hourly rate cap — the maximum hourly rate the payer accepts.
- Total funded amount — auto-calculated as Authorized hours × Hourly rate cap. You can override it manually, and use Reset to auto value to recompute it.
- Notes (optional).

▎ Which fields are required depends on "Funding exhausted based on":
▎ - Number of hours → Authorized hours is required.
▎ - Amount → Total funded amount is required.
▎ - Hours or amount → at least one of Authorized hours or Total funded amount is required.
▎ - None → neither is required.

3. (Optional) Close the policy

The Close this policy toggle stops the policy from decrementing. Closed policies remain visible in history but no
longer consume hours/amount and no longer generate alerts. Use it when a coverage is finished but you want to keep the
record.

4. Save

Click Save. The policy appears in the client's list, showing:

- Hours used / authorized and amount used / funded, each with a progress bar (green → amber at 80% → red at 100%) and
the remaining balance.
- A status: Active, Expiring soon (end date within 30 days), Expired, Exhausted, or Closed.

Editing and deleting

- You can edit a policy at any time. Changing the authorized hours, amount, or exhaustion basis re-evaluates the
funding alerts.
- A policy can only be deleted if it has no billable time entries and no invoices linked to it. Otherwise, close (or
archive) it instead — this is by design, to protect your billing history.