In splose, cases are your central hub for tracking a client’s allocated hours, budget, or appointment package over a set period. They bring together appointments, provider travel, support activities, non-labour costs, and activity-based transport - all in one place.
Whether you’re managing an NDIS plan, a Medicare referral, a private treatment package, or a corporate wellness program, cases help you stay in control and compliant without the spreadsheets and guesswork.
In this guide, you’ll learn how to:
Understand allocated vs invoiced amounts.
Set up and manage funding periods.
Create, view, and update cases.
Assign appointments and activities.
Make case selection mandatory for certain services.
Troubleshoot common case issues.
Why cases matter
Imagine this: You’ve booked out the next three months of appointments for a client. Midway through, you realise they’re about to exceed their funding - or worse, under-use it entirely.
Cases prevent those surprises by giving you:
A single source of truth for all services linked to a client’s funding or service agreement.
Clear allocated vs invoiced tracking to compare what’s planned with what’s billed.
Funding periods for plans that need to be budgeted monthly, quarterly, or on a custom schedule.
All referral details, files, and notes right where you need them - at your fingertips.
Automatic alerts for expiry dates or high utilisation so you can act before it’s too late.
Allocated vs invoiced amounts
Allocated
The allocated amount is the total value of all appointments, travel, and activities booked into the calendar for this case. This figure is your forecast - showing what will be used if everything goes ahead.
Example:
A physiotherapist sets up a case for a 10-session sports rehab package, including travel. Allocated tracking tells them exactly how much of the package is already booked so they can avoid over-servicing.
Invoiced
The invoiced amount is what’s actually been billed against the case.
Comparing allocated and invoiced amounts lets you see if you’re on track, behind, or over budget.
Funding periods
Some funding and service packages aren’t a single lump sum- they’re released over time. Funding periods in splose split a total case budget into smaller, time-based allocations.
Want to learn more about setting funding periods up within a case? Check out our article for funding periods here →
When you enable funding periods, splose:
Splits the case budget by your chosen cycle (monthly, quarterly, annually, or custom).
Rolls over unused funds to the next period (if allowed).
Soon it will send real-time alerts on the calendar if a booking risks exceeding the period's limit (this feature will come in the phase two release of funding periods)
Example:
A participant’s plan runs for 12 months but funding is released by their insurer quarterly. You set quarterly funding periods, so you can confidently schedule services without exceeding the amount for each quarter.
Creating a case
You can create a case from:
1. The client record
Go to the client → Cases tab → + New case
2. The calendar
While booking an appointment or support activity, go to the Case field → + Create a case
Case fields explained
Case number
Auto-generated sequentially but can be customised for clarity (e.g., “SP 22 Oct 2025- 2026”).
Assigned practitioner
The main point of contact for the case (does not restrict others from adding billable activities).
Type
The type of tracking for the case. The options are budget, appointments and hours.
Total budget/allocation
The total allocated budget/appointments or hours for a case.
Issue & expiry date
The start and end dates for the case. Billable activities can only be added while the case is open.
Does this client have a referral?
Referring contact – Enter the doctor or specialist’s details. Required for Medicare/DVA claims and passed to Medipass if integrated.
Referral issue date – Record the date the referral was provided.
Referral period – Set the validity length (e.g. 12 months for GPs, 3 months for specialists, or indefinite if applicable).
Notes
Add internal notes for quick reference.
Include cancelled and did not arrive appointments
Tick to include cancelled and did not arrive appointments to the case's tracking.
Override invoicing details
When enabled, the contact selected here will replace the default Send invoices to contact set in the client’s profile for all services billed under this case. This is useful if the client has multiple funding streams or a different payer responsible for this case.
Case alerts
Set up email alerts to notify you when a case is close to expiry or reaching a chosen utilisation level. Alerts can track either utilisation or case end date, helping you act before funding runs out. More on case alerts here →
Funding periods
Enable this option to split the case budget into time-based cycles (e.g., monthly, quarterly, annually, or custom). Select the cycle that matches your client’s funding arrangement. More on funding periods here→
Files
Upload client plans, agreements, or other supporting documents.
Assign appointments
Link existing appointments to the case — travel is automatically included as long as it's linked to the appointment.
Assign support activities
Link existing support activities for complete tracking.
💡 For existing appointments and support activities, you can click on the 'eye' icon to have a quick view of the service before adding them to the case.
This is especially helpful if you need to quickly check any attached provider travel within the case.
If you want to include an appointment or support activity in the case, tick the checkbox next to it. To add all bookings of that service type at once, tick the top checkbox.
Viewing and managing a case
From the calendar, you can:
See case funding progress in hours or budget
Check appointment position in a case (e.g., “Session 2 of 5”)
From the case's page, you can:
View funding usage by period (if funding periods are enabled).
Compare allocated vs invoiced totals in charts.
Review attached files and notes.
Viewing and exporting case reports
You can generate detailed reports on your cases in splose to monitor usage, track progress, and plan ahead.
From the Cases report screen, you can:
Apply custom filters such as expiry date range, issue date range, practitioner, patient, and status.
Filter by status to see only Open, Closed, or Expired cases.
Combine multiple filters for more precise results (e.g., open cases for a specific practitioner group within a date range).
Save filters for quick access later, so you don’t need to reapply them each time.
Export your report as a file for sharing or further analysis.
This makes it easy to keep a close eye on active cases, review expired cases, and identify which cases may need attention.
Making case selection mandatory
You can require a case for certain services:
Go to Settings → Services.
Select the service.
Toggle Make adding a case compulsory.
Save.
Opening and closing a case
Close a case to stop new bookings being added (can be reopened later).
Expired cases cannot be linked to new bookings.
Set up case alerts for early expiry or utilisation warnings.
Practical examples for your practice
Allied health clinics – prepaid session packs
A physiotherapy clinic offers 10-session packs for sports injury rehab. They set up a case for each pack, link all booked sessions, and track how many are used vs remaining.
Medicare EPC (Enhanced Primary Care) plan
A dietitian sets up a case for a client’s 5 Medicare-funded visits under an EPC referral. The case stores the GP referral details, expiry date, and links each claimable session.
Return-to-work rehabilitation program
An occupational therapist creates a case for a workplace injury program funded by an insurer. Funding periods are set monthly so the client’s hours are evenly distributed over the recovery timeline.
Wellness programs
A psychology practice delivers an annual wellness program to a client. A case is created with quarterly funding periods to monitor how many counselling hours are used each quarter.
Home visit budget tracking
A physiotherapist runs multiple home visits per week for a regional client. A case ensures all travel charges are counted within the allocated funding.
Troubleshooting
Case not appearing when booking
If a case isn’t showing in the booking screen, check that:
The case status is Open. Closed or expired cases won’t appear for selection.
The expiry date hasn’t passed- extend or reopen the case if needed.
The service isn’t restricted by settings that require a specific case type.
How to fix it:
Open the case record.
Check the status and expiry date.
Update to Open and adjust the expiry date if required.
Allocated amount looks wrong
If the allocated figure seems inaccurate:
Confirm all relevant appointments and support activities are linked to the case.
Make sure travel or non-labour costs are attached to linked appointments.
Check for duplicates or entries assigned to the wrong case.
How to fix it:
Go to the case record.
Review the Appointments and Support activities sections.
Link or correct any missing or misassigned items.
Allocation alerts not sending
If alerts aren’t triggering:
Ensure alerts for allocation are enabled in case settings.
Confirm alert thresholds (e.g., 80% utilisation) are set.
Verify activities are assigned to the correct case.
How to fix it:
Edit the case and check alerts for allocation.
Turn them on if disabled.
Set utilisation thresholds and save changes.
FAQs
Do I have to use funding periods?
Do I have to use funding periods?
No — funding periods are optional. If your funding is a single amount for the entire case, you can leave funding periods off. However, if funding is released in cycles (e.g., monthly, quarterly, or annually), enabling funding periods helps you monitor usage within each timeframe. You can also choose whether unused funds roll over to the next period, so you always have a clear view of how much is available and when.
Can I link one appointment to multiple cases?
Can I link one appointment to multiple cases?
No — each appointment or activity can only be linked to a single case. This ensures that allocated and invoiced totals remain accurate. If a session relates to two different funding streams, you’ll need to decide which case it should be assigned to. Alternatively, you can split the service into two separate appointments and link each to its respective case.
What happens if a case expires?
What happens if a case expires?
When a case expires, you can still view it, but you won’t be able to link new appointments or activities until it’s reopened or extended. Expiry dates help ensure services are delivered within the correct funding window (e.g., Medicare referrals, NDIS plans). If the client continues with services, you can simply update the expiry date or create a new case to cover the next period.
Will closing a case delete its data?
Will closing a case delete its data?
No — closing a case does not delete any information. All linked history, including appointments, activities, notes, and files, remains visible for reference. Closing simply prevents new bookings from being added to the case. If you need to continue using it, you can reopen the case at any time. This is especially helpful when a budget or funding block is on hold, but you still need to maintain the record for compliance or reporting.
Can unused funds roll over automatically?
Can unused funds roll over automatically?
Yes — if you’ve enabled funding periods for a case, any unused funds or allocations for that period can roll over to the next one. This means you won’t lose unspent amounts when a cycle ends. However, funds are contained within the same case. For example, unused funds in Case A won’t automatically transfer to Case B. This feature is particularly useful for NDIS participants or private packages where flexibility is allowed in how funding is used across time.
Can I make a case mandatory for all services?
Can I make a case mandatory for all services?
Yes — you can make case selection compulsory for specific services. This ensures that every booking for those services is linked to a case, helping you stay compliant with funding agreements and ensuring nothing is missed in tracking. To do this, go to Settings → Services, choose the service, and toggle on Make adding a case compulsory. You’ll need to enable this individually for each service where it’s required.
Can I make a case track cancelled appointments?
Can I make a case track cancelled appointments?
Yes — in the case's settings, you can tick the option to include cancelled and did not arrive appointments so they are counted in the Allocated and Invoiced totals. If you prefer not to include them in allocation and invoice totals, you can untick them while editing the case. When unticked, cancelled (or did not arrive) appointments remain linked to the case but don’t count towards Allocated or Invoiced totals. You’ll still see them listed, but they won’t draw from the client’s funding.