Note: Funds management is only available on Intelligence (Premium) Plans.
Fund management allows you to track and forecast the cash flow of a client’s services. This helps providers plan services accurately, ensure shifts are covered by available budgets, and receive alerts before funds run dry or expire.
Some of the features shown here are being released gradually across all regions. If you do not have access to some of these features, they will be available to you soon as the rollout continues.
[Video] ShiftCare Feature Spotlight: Funds Management
Please watch this recording for an overview. Please take note that several functionalities have been added to the feature after the recording of this video:
Adding Client Funds in ShiftCare
To add funds, go to Clients > List, then click the client's name to open their Details page.
Go to the Billing tab.
Scroll down to the Funds section and click 'Add Fund'.
Add the fund name, start and expiry dates, and amount.
You can attach the fund to the client by ticking the 'Set as Default Fund' checkbox.
Tick the 'Enable split funding periods' checkbox to divide the fund amount across multiple periods. To learn more about Split Funding periods, read this complete guide.
In the Funds section, click 'Show Hours' to display the hours and click 'View Billing' to navigate to the client's Billing Report page.
In the fund's row, click 'View' to navigate to the client's Billing Report page for the selected fund, click 'Edit' to edit the fund, and click 'Remove' to delete the fund.
In the Balance column, click 'View' to reveal the fund's current balance.
If a fund has split funding periods enabled, a small information icon (ⓘ) will appear next to the balance on the client’s Overview and Billing tabs.
Hovering over this icon provides a clear breakdown of where the money currently sits:
Carryover from previous periods: Unspent money that has rolled forward from periods that have already ended.
Remaining balance of this period: The budget available for services covering today’s date.
Not yet available (future periods): Funds allocated to periods that have not yet started.
Total: The sum of all periods, which matches the headline balance shown on the profile.
This breakdown updates four times daily during the scheduled balance refresh. The icon will not appear for Support at Home, Home Care Package, or task-managed funds.
Reusing Fund Names
You can reuse the exact same fund name for a client multiple times. To make it easy to tell these funds apart, ShiftCare automatically adds the fund's Start and Expiry dates to its display name.
When you view the Fund Balance dashboard, generate reports, or select a fund from a dropdown menu on the Scheduler, the fund will be uniquely identified by its dates. ("Task Fund (01/01/2025 - 31/12/2025)"). This prevents billing conflicts and ensures your financial tracking remains accurate.
To prevent errors, the system will not allow you to create two funds for the same client that have both the exact same name and the exact same date range.
Assigning Funds to the Client
Create a shift as usual and select the appropriate fund from the dropdown menu.
When a fund is selected, a Fund Balance Panel appears. Click the expand arrow. This panel provides a real-time forecast of how the current shift will impact the client's budget. It updates automatically as you change shift times, mileage, or travel details.
The panel shows:
Fund Expiry Date: When the current fund is set to end.
New Shift Hours: The duration of the shift.
New Shift Cost: The forecasted cost of the shift you are currently editing.
Total Remaining Fund Balance: The projected balance after this shift is saved.
Depletion Warning: A notice if the specific fund term is projected to run out on a certain date.
Managing Expiry and Depletion
If a shift exceeds a fund's date or balance, the system will ask you how to proceed rather than automatically blocking the shift.
Fund Expiry (Date-Based)
Already Expired: You cannot assign a shift to a fund if the shift date is after the fund’s expiry date. This is a hard block. A shift occurring on the day of expiry is still valid.
Crossing Expiry (Recurring Shifts): If you create a recurring series that extends past the fund's expiry date, a popup will offer two choices:
End at expiry: Stop the series on the fund's expiry date.
Continue full schedule: Create the full series, but shifts after the expiry date will have no fund assigned.
Fund Depletion (Balance-Based)
If a shift (or a recurring series) is projected to exceed the remaining balance, a confirmation modal will appear:
Single Shifts: Offers the choice to Continue (the shift is created but the fund is stripped) or Cancel.
Recurring Series: Offers the choice to End at depletion (shortens the series to match the remaining budget) or Continue full schedule (creates all shifts, but those past the depletion point will have no fund assigned).
Tracking Unfunded Shifts
If you choose to 'Continue full schedule' or if shifts run past an expiry date, you can track these gaps using the following tools:
In the Scheduler toolbar, click the Funding Status dropdown menu and select 'Unfunded'. This will filter the calendar to show only shifts where a client does not have a fund assigned.
Navigate to Reports > Report Hub > Missing Funds Report. This report provides a comprehensive list of every shift that lacks an assigned fund. You can export this list as a CSV file for audit purposes.
Unfunded shifts also display a banner in the shift details drawer with the message: "The shift has no fund assigned." This banner appears on all shifts with no fund assigned.
Viewing Funds in the Client's Billing Report
The client's Billing Report or Shifts Breakdown can be accessed from the sidebar menu by navigating to Clients > List > Select the specific client > Billing Report/Shifts Breakdown.
This page lists all rostered shifts for the client within the selected timeframe. You can filter the list by a specific Fund using the dropdown menu in the top right corner and adjust the date range.
Note: The Running Total is the sum of all of the client's funds. The running total of only one specific fund can be viewed by selecting a fund from the dropdown menu. This filters the shifts that have the selected fund assigned to them.
Important: The Basic Funds Management feature does not offer low-balance and insufficient-funds notification email alerts. To receive these notifications, you will need to activate the Advanced Funds Management feature. Please check this article for more information: Managing Split Funding Periods.
For further assistance with Funds Management, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.