How to log billable time to a payer (outside appointments) ?

Beyond scheduled appointments, you can bill a payer for other billable work — report writing, phone calls, case management, etc. This is done by logging billable time against a client's funding policy.

▎ Prerequisites:
▎ - The client must have at least one funding policy (see the article on attaching a funding policy).
▎ - Your clinic must have at least one active task configured (See https://help.colib.io/en/support/solutions/articles/153000257103-how-to-use-tasks-). The task describes the kind of work being billed. If either is missing, the window tells you and gives you a shortcut to fix it.

1. Open the "Log billable time" window

From the client's profile, click Log billable time — available in the Appointments section and in the Third-party
payers section.

2. Fill in the entry

- Task (required) — the type of billable work, chosen from your clinic's tasks.
- Funding policy (required) — the client's policy to bill against. Only open, non-exhausted policies can be selected.
- Practitioner (required) — who performed the work. Defaults to the client's practitioner.
- Date (required) — must fall within the policy's start and end dates.
- Duration (minutes) (required) — between 1 and 1440 minutes.
- Notes (optional).

3. Save

Click Save. The entry is recorded and the policy's usage is immediately recalculated (hours and amount used, remaining
balance, progress bars).

▎ How the rate is applied: when you save, Colib captures the hourly rate as a snapshot — the practitioner's specific rate if defined, otherwise your clinic's default hourly rate. The amount billed = duration × that rate.

Business rules to keep in mind

- Over-budget warning: if saving the entry would push the policy past its authorized hours and/or funded amount, Colib shows a confirmation ("Saving this entry will exceed… Do you want to save anyway?"). You can confirm to record it anyway.
- Date must be inside the coverage window: an entry dated before the start date or after the end date is rejected.
- Changing the policy later: the funding policy of an existing entry is read-only. To move an entry to another policy, delete it and create a new one.
- Once invoiced, the entry is locked: a billable time entry that has been added to an invoice can no longer be edited or deleted.
- Alerts: saving or deleting an entry re-evaluates the policy's funding alerts (see the article on alerts).