How to create an invoice from billable time, tasks or appointments ?

 Once you've recorded appointments, tasks or billable time for a client, you can turn them into an invoice — addressed either to a third-party payer or directly to the client.

1. Select the items to invoice

From the client's profile, go to the Appointments / Tasks section. Tick the checkboxes next to the items you want to invoice (appointments, tasks, and/or billable time entries), then click the Create invoice link.

▎ You can also create an invoice for a single appointment directly from its Create invoice action but the invoice will NOT be linked to a third party-payer.

2. Choose who is billed

When the invoice is created, choose the recipient:

- A third-party payer — one of the payers attached to the client through a funding policy, or
- Bill the client — a standard invoice addressed to the client.

3. Third-party payer: funding check

If you bill a third-party payer, Colib checks the selected items against the policy's remaining funding:

- If the items would exceed the authorized hours and/or the funded amount, a confirmation appears ("Creating this invoice will exceed… Do you want to proceed anyway?"). You can confirm to proceed.
- The policy's usage is recomputed so the remaining balance stays accurate.

4. Review and adjust the invoice

On a third-party-billed invoice:

- The invoice is addressed to the payer — the payer's name and billing address appear on it, and a "Billed to
third-party payer" banner shows the payer and the policy / authorization number.
- For third-party-billed appointments, the description and quantity stay read-only. You can only edit the date and the price of each appointment line.

5. Send the invoice

When you send the invoice by email, it is sent to the payer's billing email (the address set on the payer), not to the client's email. The invoice and any receipt are sent as separate emails.

▎ Tip: keep your payer's billing email and billing address up to date (Settings> Third Party Billing > Payers), since they drive where and how third-party invoices are delivered.

NOTE: In a future release, you will be able to split the cost of an invoice between the client and one or several third-party payers. You will also be able to configure more complex billing rules. Example: third-party payer pays up to 90% of the appointment, or up to $1000, etc.