How do funding alerts work ?

Funding alerts warn you before a client's coverage runs out — either because the hours/amount are nearly consumed, or because the policy is about to expire. You set the thresholds once in your clinic settings; Colib then watches every active policy for you.

▎ Thresholds, recipients and channels are configured under https://www.colib.io/settings?show=directbilling → Third Party Billing → Funding Alerts. See the article on enabling and configuring the feature.

The two kinds of alerts

1. Consumption alerts (hours and amount)

These are evaluated whenever a policy's funding changes — for example after you log or delete billable time, or edit a policy's authorized hours, funded amount or exhaustion basis. Colib then checks:

- Hours threshold — if the policy tracks hours and used hours reach the configured % of authorized hours (e.g. 80%), an alert fires.
- Amount threshold — if the policy tracks an amount and the remaining amount drops to the configured $ value or below (e.g. $500), an alert fires.

▎ Which check applies depends on the policy's "Funding exhausted based on":
▎ - Number of hours → hours threshold only.
▎ - Amount → amount threshold only.
▎ - Hours or amount → both thresholds.
▎ - None → no consumption alert.

2. Expiry alerts (end date)

A daily background job scans all open policies and sends a single alert on the day a policy reaches the configured
"expiry within X days" mark (e.g. exactly 30 days before the end date). It fires once — you won't get a reminder every day until expiry.

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When alerts do not fire

- A threshold set to 0 disables that particular alert.
- Closed policies never generate alerts.
- Consumption alerts only fire when the policy actually tracks the matching limit (hours and/or amount).

Who receives the alert

Alerts go to the recipients you selected in settings:

- Clinic email and/or the practitioner assigned to the client.
- Delivered by email and/or in-product notification (the bell), per your channel settings.

▎ Safety net: if the alert can't reach a practitioner (option off, or no practitioner assigned), Colib automatically falls back to the clinic email so the alert is never lost.

What the alert contains

Each alert identifies the client and the payer, and summarizes what was triggered, for example:

- Hours used: 16 / 20 (80%)
- Remaining amount: $450.00 out of $2,000.00
- Expires in 30 day(s) (2026-07-05)

It includes a button/link that opens the client's file directly so you can take action (renew the authorization, contact the payer, or close the policy).

Reading status at a glance

On the Third-Party Billing dashboard and on each client's policy list, every policy shows a status badge:

- Active — within limits and not expiring soon.
- Expiring soon — end date within 30 days.
- Expired — past its end date.
- Exhausted — hours and/or amount fully consumed (or the policy was closed).