---
title: Configuring and Using Funding Sources
description: Tracking your organization’s funding in Casebook can eliminate headaches around grant reporting and ensures data accuracy based on point-in-time calculations. This article will go over how to create a
---

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# Configuring and Using Funding Sources

### **Overview**

Funding Sources let you track how the grants, contracts, and other funds your organization receives are spent on the services you deliver. You create a fund in Track, link it to the service offerings it pays for, and choose whether each service's spending is tracked through service enrollments or service notes. From then on, Casebook calculates how much of the fund has been spent, and how many people it has served, as staff document their work.

Because spend-down is calculated from the enrollments and service notes your team already creates, there's no separate spreadsheet to maintain. Your fund balances stay current, and the numbers in your grant reports match the service records behind them.

This article covers how to:

- Create a fund and link it to the services it pays for
- Choose a tracking method for each service
- Understand how spend-down is calculated, including which service deliveries count toward a fund
- Monitor funds in the Funds Workload View
- Report on funding sources and handle common situations, such as fund extensions

 

**Note:** Funding Sources are auto-available only to certain plan types. If you're interested in upgrading your plan or purchasing Funding Sources as an add-on, contact your Customer Success Manager.

### **Benefits**

- **Fewer grant reporting headaches.** Spending is calculated from the service records your staff already create, so you don't have to reconcile separate tracking spreadsheets at the end of a grant period.
- **Accurate, point-in-time calculations.** Only service deliveries that fall within a fund's dates are counted, so each fund reflects exactly what it paid for.
- **Real-time visibility into fund balances.** The Funds Workload View shows each fund's amount spent and remaining, with a breakdown by service.
- **Know who each fund served.** Reporting shows how many people each fund has served, and can be combined with demographic, case, and service data for funder reports.
- **Consistent cost tracking.** Unit costs defined on your services carry into enrollments and service notes, so Total Cost, and therefore spend-down, is calculated the same way every time.

### **Before You Begin**

- **Confirm your plan.** Funding Sources are available to certain Casebook pricing plans.
- **Confirm your permissions.** Funding Sources permissions are included with the **Provider Supervisor** role by default. Administrators can also add them to custom roles with view, edit, create, or delete access.
- **Build your providers and services first.** A fund can only be linked to service offerings that already exist in Track. Each service should have an accurate **Unit Cost**, because it drives the Total Cost on enrollments and notes. See [Creating & Managing a Service & Provider Directory.](https://gohub.casebook.net/knowledge/creating--managing-a-service--provider-directory)
- **Decide how each service's spending will be tracked.** For every service you link to a fund, you'll choose either **Service Enrollments** or **Service Notes** as the tracking method. See the article on “[Choosing the Right Approach to Service Delivery Tracking](https://gohub.casebook.net/knowledge/choosing-the-right-approach-to-service-delivery-tracking)” for more detail on this topic.
- **Check for existing fund links.** Each service offering can be linked to only one fund. If a service is already linked to another fund, you'll see that when you associate services.
- **Have your fund details ready.** You'll need the fund name, funder, total amount, and the start and end dates the fund is valid for.
- **Plan to train your staff.** Spend-down depends on frontline staff entering complete dates, the right status, and an accurate Total Cost on every enrollment or service note.

### **How Funding Sources Work**

Funding Sources build on the directory and service records you already have:

1. **You create a fund** with its funder, amount, and valid dates.
2. **You link service offerings** that the fund pays for.
3. **You choose a tracking method** for each linked service: Service Enrollments or Service Notes.
4. **Staff document services as usual.** When an enrollment or service note for a linked service falls within the fund's dates, its **Total Cost** is counted as spent from the fund.
5. **Casebook calculates spend-down** and shows the amount spent and remaining in the Funds Workload View and in Reporting.

### **Create a Funding Source**

<iframe src="https://www.loom.com/embed/7f75c090392542248cfc08c9e5c985f7" frameborder="0" webkitallowfullscreen="" mozallowfullscreen="" allowfullscreen style="position: absolute; top: 0; left: 0; width: 100%; height: 100%;"></iframe>

#### Step 1: Enter the Fund Details

1. Go to **Track**, select the **plus (+)** icon in the bottom right-hand corner, and select **Create fund**.
2. Enter the fund details:

| **Field** | **Description** | **Example** |
| --- | --- | --- |
| **Fund Name** (required) | How the fund is identified in Casebook. | Emergency Solutions Grants Program 2024 |
| **Labels** | Labels configured in Admin to categorize the fund. | Federal; Homeless Program |
| **Funder** (required) | The organization or entity providing the fund. | State of Texas |
| **Amount** (required) | The total amount of the fund. This is used in spend-down calculations. | 10,000 |
| **Funding Dates** (required) | The start and end dates the fund is valid for. Only service deliveries within these dates are counted. | 1/1/2024 – 12/31/2024 |
| **Description** | Any additional information about the fund, such as its purpose, eligibility, or administering agency. | Competitive grant helping people who are homeless or at risk of homelessness regain stable housing. |

#### Step 2: Associate Services with the Fund

Below the fund details, the **Associated Services** grid lists the service offerings in your directory.

1. Select the checkbox next to each service the fund pays for. You can select as many as you need.
2. For each selected service, double-click the **tracking method** cell in the far-right column and select **Service Enrollments** or **Service Notes**.
3. Make sure every selected service has a tracking method. Each service must have exactly one.
4. Select **Save**.

 

**Note:** If a service is already linked to another fund, the Associated Services grid will show it. A service offering can be associated with only one fund.

#### Step 3: Choose a Tracking Method

![Screenshot 2024-07-26 at 8\_18\_22 PM](https://gohub.casebook.net/hs-fs/hubfs/Knowledge%20Base%20Import/Screenshot%202024-07-26%20at%208_18_22%20PM.png?width=670&height=361&name=Screenshot%202024-07-26%20at%208_18_22%20PM.png)

The tracking method tells Casebook which records to count as spending for a service. Choose the one that matches how your staff document that service.

| **Tracking Method** | **Choose It When** | **What Counts as Spent** |
| --- | --- | --- |
| **Service Enrollments** | Staff enroll people in the service and record its total planned cost on the enrollment, but don't log a note for each delivery. Good for services with a fixed cost per enrollment, such as a program fee or a placement. | The Total Cost on each enrollment that's **In Progress** or **Ended** and falls within the fund's dates. |
| **Service Notes** | Staff log a service note each time the service is delivered, and the cost varies by delivery. Good for per-session, per-item, or variable-cost services, such as therapy sessions, bus passes, or rental assistance. | The Total Cost on each service note that falls within the fund's dates. |

💡 **Tip:** Choose the method where the **Total Cost** reflects what the fund actually paid. If staff use both enrollments and notes for a service, pick one so costs aren't double-counted. Casebook only counts the method you select.

### **How Spend-Down Is Calculated**

Spend-down is based on service enrollments or service notes delivered during the funding period, depending on the tracking method you chose for each service.

#### Services Tracked by Service Notes

- **Dates:** A note is counted when its **Start Date** and **End Date** fall within the fund's dates. Both date fields are required.
- **Cost:** The note's **Total Cost** is counted as spent.

#### Services Tracked by Service Enrollments

- **Dates:** An enrollment is counted when its **Planned Start Date** and its **Planned End Date** or **Actual End Date** fall within the fund's dates. Date fields are required.
- **Status:** The enrollment's status must be **In Progress** or **Ended**. Planned, Stalled, and Waitlisted enrollments aren't counted.
- **Cost:** The enrollment's **Total Cost** is counted as spent.

 

**Note:** The number of people on a service note doesn't affect spend-down. If a group session note includes 10 people, Casebook counts the note's Total Cost once, not ten times. Make sure Total Cost reflects the full cost of the session.

#### Service Delivery Scenarios

A service delivery is only counted if it starts *and* ends within the fund's dates. Deliveries that cross either boundary aren't counted at all; the cost isn't split.

| **Scenario** | **Service Delivery Starts** | **Service Delivery Ends** | **Counted Toward the Fund?** |
| --- | --- | --- | --- |
| 1 | After the fund begins | Before the fund ends | ✅ Yes, the full cost |
| 2 | Before the fund begins | Before the fund ends | ❌ No |
| 3 | After the fund begins | After the fund ends | ❌ No |
| 4 | Before the fund begins | Before the fund begins | ❌ No |
| 5 | After the fund ends | After the fund ends | ❌ No |

For example, with a fund valid from January 1 to December 31, 2024, an enrollment from March 1 to June 30, 2024 is counted in full. An enrollment from November 1, 2024 to February 28, 2025 isn't counted, because it ends after the fund ends.

💡 **Tip:** For long-running services that cross a fund's end date, consider ending the enrollment at the fund's end date and starting a new enrollment for the next period, or tracking the service by Service Notes so each delivery is counted individually.

#### What Staff Need to Do

Once a service is linked to a fund, everyone who documents that service needs to know what makes a delivery count. Share these guidelines with your team:

- **Always enter dates.** Service notes need a Start Date and End Date. Enrollments need a Planned Start Date and a Planned End Date or Actual End Date.
- **Keep dates within the delivery period.** Use the dates the service was actually delivered (for notes) or planned (for enrollments), not the date you're entering the record.
- **Use the right status.** For services tracked by enrollments, set the status to **In Progress** when the service starts and **Ended** when it's complete.
- **Check the Total Cost.** Unit Cost fills in from the service, but staff should confirm the units and adjust the unit cost for variable expenses so the Total Cost reflects what was actually spent.
- **Select the correct service.** Only the linked service offering is counted toward the fund. A similar service under a different provider won't be.

For step-by-step instructions on creating enrollments and service notes, see [Enrolling People & Tracking Interactions.](https://gohub.casebook.net/knowledge/enroll-a-client-into-a-service)

### **Using the Funds Workload View**

The Funds Workload View gives you a high-level picture of every fund in Casebook, including its financial state and the services associated with it.

- To **navigate** to it, go To **Track → Funds**
- To see spend-down details for each service linked to a fund, select the **caret (\>)** icon on the left side of the row to expand it.

### **Manage Funding Sources**

#### Change a Fund's Dates

You can edit a fund's dates after services have been spent from it. When you do, Casebook recalculates spend-down using the new dates. This may remove service deliveries that were counted before, add ones that weren't, or both. Review the fund's spend-down after changing its dates.

#### Track a Fund Extension

If your organization receives an extension on a fund, you have two options:

| **Option** | **When to Use it** |
| --- | --- |
| **Create a new fund for the extension period** | You need to compare spending during the original period with spending during the extension. This is the recommended approach. Because a service can be linked to only one fund, you'll need to move services to the new fund when the extension begins. |
| **Change the end date of the existing fund** | You don't need to separate the two periods. Spend-down recalculates to include deliveries through the new end date. |

### **Reporting on Funding Sources**

#### Funding Source Datasets

Three datasets are available in Reporting:

| **Dataset** | **One Row Per** | **Use It To** | **Key Fields** |
| --- | --- | --- | --- |
| **Funding Sources** | Funding source per service offering | Report on fund amounts, spending, and balances | fund\_name, description, source, service\_name, fund\_amount, amount\_spent, amount\_remaining, fund\_started\_date, fund\_ended\_date, service\_offering\_id, fund\_id |
| **Funding Sources People** | Funding source per enrollment or service note per person | Count how many people a fund has served | person\_name, service\_name, fund\_name, service\_delivery\_type (enrollment or note), person\_id, service\_delivery\_id, service\_id, fund\_id |
| **Funding Sources Resources** | Funding source per enrollment or service note | Count service deliveries associated with a fund and their costs | service\_name, fund\_name, service\_delivery\_type, units, unit\_cost, total\_cost, service\_delivery\_id, service\_id, fund\_id, outside\_funding\_dates |

The **outside\_funding\_dates** field flags service deliveries that start or end outside the fund's dates. Use it to find deliveries that weren't counted and might need their dates corrected. This field is only accurate for service deliveries created after the Funding Sources feature was released.

#### Combining Funding Data with Other Data

To report on funding alongside other Casebook data, join the funding source datasets with other datasets.

**Supported combinations:**

- Funding Sources (any view) + Service Enrollments (any view) + Cases (any view)
- Funding Sources (any view) + People (demographics)
- Funding Sources (any view) + Service Enrollments (any view) + Service Notes

**Not supported:**

- Funding Sources (any view) + Service Enrollments (any view) + Service Notes Recipients
- Funding Sources (any view) + Service Notes (any view) + Cases (any view)

💡 **Tip:** To report on the demographics of people served by a fund, for example for a funder report, join **Funding Sources People** with **People**.

### **Frequently Asked Questions**

**Why isn't a service delivery being counted toward the fund?** Check that the service is linked to the fund with the right tracking method; that the enrollment or note has all required dates and they fall entirely within the fund's dates; that the enrollment status is In Progress or Ended (for the Service Enrollments method); and that the Total Cost is filled in. The **outside\_funding\_dates** field in the Funding Sources Resources dataset can help you find deliveries outside the fund's dates.

**Can one service be paid for by two funds?** No. Each service offering can be linked to only one fund. If two funds pay for the same kind of service, create a separate service offering for each fund, for example "Rental Assistance – ESG" and "Rental Assistance – County."

**Does a group service note count once or once per person?** Once. Spend-down uses the note's Total Cost, regardless of how many people are on it.

**What happens if I change a fund's dates?** Spend-down recalculates based on the new dates, which may add or remove service deliveries.

**Who can create and manage funds?** Users with Funding Sources permissions. These come with the Provider Supervisor role by default and can be added to custom roles.

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