Funding periods let you divide a case budget into time-based allocations, so you can track how much is available in each period rather than across the whole plan. They suit any arrangement where budgets are released over time: government disability programs (such as NDIS in Australia or Personal Health Budgets in the UK), insurance authorisations, prepaid therapy packages, or corporate wellness programs. splose splits the budget into periods for you, lets you adjust each one, and rolls unused funds into the next period automatically.
This guide covers what you need before turning funding periods on, how to set them up in a case, how to view and manage them, and how to extend a plan for a rollover.
💡 New to cases? Start with Set up and manage cases so you have a case to work in before enabling funding periods.
Before you begin
Before you can turn on funding periods in a case, make sure these fields are completed:
Case type
Total budget/allocation
Issue date
Expiry date
Once all four are entered, you'll be able to toggle on Funding period rules.
Existing cases and rounding
You can enable funding periods on existing cases- even if they weren't set up initially. When you toggle on Funding period rules while editing the case, splose will automatically split the budget/allocation and dates into periods based on the case's start and end dates.
Hours and budgets are rounded to two decimal points
Appointments and date ranges are rounded to whole days
This ensures clean, accurate period breakdowns without needing to manually recalculate or adjust past data.
How-to
Set up funding periods in a case
Let's walk through an example. Say your client has a funding arrangement starting in July, with funds released quarterly (this could be an NDIS plan, an insurance authorisation, a prepaid package, or any time-based funding).
Here's how to set up funding periods in splose:
Go to Clients → select the client
Open the Cases tab and click Edit next to an existing case, or click + New case
Choose a case type
Enter the total case budget/allocation
Add the issue date and expiry date
Toggle on Funding period rules
Select your number of funding periods
Once enabled, splose will automatically:
Split the total budget/allocation into evenly spaced funding periods
Ensure no dates overlap
Allocate the budget evenly across each period by default
💡 You can customise the dates and budget for each period. Just click the date or amount on the period you'd like to customise or click the '+' button to create a new one.
When customising, make sure:
Dates don't overlap across periods
The total of all periods equals the full case budget or allocation
This flexibility helps you match the exact release schedule provided by your funding source, while keeping everything clear and compliant in your workspace.
View and manage your funding periods
With funding periods turned on, you'll gain:
A clear breakdown of each funding period under the case overview
Automatic rollover of unused funds or allocation into the next available period - no manual adjustments needed. (To ensure this functionality, funding periods must be correctly set up within the case, with clear start and end dates, and a proper budget allocation within each period).
When booking appointments or support activities, you will:
See unallocated budget / hours / appointments within the funding period you are booking within (including any rolled over funds)
Receive a warning if you are overbooking a funding period(s) or the whole case.
This helps your team stay ahead of funding constraints, reduce billing errors, and keep service delivery aligned with available funds.
Extend plans for funding rollovers
When extending a plan to include a rollover:
Go to Clients → select the client
Open the Cases tab and click Edit next to an existing case
Retain the original issue date of the plan
Update only the expiry date to reflect the extended timeframe.
Adjust the funding periods to cover the extended range.
This ensures the allocation spans across both the original and extended durations, supporting better resource tracking and allocation within splose
Common use cases for allied health professionals
Funding periods are especially helpful when working with:
Government-funded programs with periodic releases (e.g. NDIS in Australia or Personal Health Budgets in the UK)
Insurance authorisations with quarterly or monthly limits
Multi-year plans where long-term tracking is needed
Teams managing multiple clinicians or disciplines within the same plan
Cases at risk of over-servicing, where tighter budget controls are key
Example: Quarterly funding allocation
Let's say your client has a $20,000 annual funding allocation (e.g. through a government disability program, insurance authorisation, or prepaid package) running from 1 July 2025 to 30 June 2026.
With funding periods enabled in 4 funding periods, splose automatically splits it evenly:
Period 1: 1 Jul – 30 Sep → $5,000
Period 2: 1 Oct – 31 Dec → $5,000
Period 3: 1 Jan – 31 Mar → $5,000
Period 4: 1 Apr – 30 Jun → $5,000
At the end of the first period, you happen to check the case and see that only $3,000 has been used. The remaining $2,000 automatically rolls into Period 2, increasing its available budget to $7,000.
To enable this seamless rollover, make sure funding periods are properly set up with consistent date ranges and allocations across all periods.
Troubleshooting and FAQs
I can't see the funding period toggle in cases?
I can't see the funding period toggle in cases?
Check that the following are all completed in the case:
Case type
Total budget
Issue date
Expiry date
I'm getting an error when I'm saving a case.
I'm getting an error when I'm saving a case.
Some common causes include:
Funding periods with overlapping dates
Budget allocations that don't match the total
A missing start or end date in one or more periods
My case has funding periods on, but unused funding isn't rolling into the next period. Why?
My case has funding periods on, but unused funding isn't rolling into the next period. Why?
A small number of older cases created before a rollover improvement can miscalculate this. If a newly created case with the same settings rolls over correctly but an older one doesn't, the fix is to rebuild it: create a duplicate case and reassign the appointments and support activities from the old case to the new one. If you're unsure, contact support and we'll check the case with you.
🛠️ Still stuck? Reach out to our support team with a screenshot- we're happy to help.