Introduction
You can now easily change who pays for a visit using Switch funder. This allows you to move a service between funding sources (for example, from Support at Home to private, or vice versa) while keeping your records accurate and up to date.
This update significantly improves reliability, adds bulk actions, and ensures the most appropriate rate based on the configuration and setup is automatically applied when funding is changed.
Switch funder is designed to give you more control over how services are billed, reduce manual rework, and help you respond quickly when funding arrangements change.
What’s new
This release includes several key improvements:
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Reliable switching: the feature has been rebuilt to reduce errors and provide clearer feedback.
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Bulk actions: you can now switch funding for multiple visits at once from key workflows.
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API support: integrators can programmatically switch funding using a dedicated endpoint.
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Smart rate selection: when funding is changed, the system automatically applies the most appropriate rate based on the new funding source.
How to switch funding for a visit
Single visit
To switch funding for an individual visit:
- Open the visit
- Select Switch funder
- Choose the new funding source
- Confirm your changes
This will open in a side panel and update the visit with the new funding and rate.
Bulk switching from the roster in bulk
You can also switch funding for multiple visits directly from the roster:
- Go to the roster list view
- Select the visits you want to update
- Choose Switch funder from the bulk actions menu
- Select the new funding source
- Confirm
Bulk switching from tracked expenses
You can also switch funding from the Tracked expenses view:
- Open a Member’s tracked expenses
- Select applicable visit-based expenses
- Click Switch funder
- Choose the new funding source
- Confirm
Only visit-based expenses can be selected in this view.
What happens after switching
Once submitted:
- The action is processed in the background
- Selected visits will appear greyed out with a status message
- A notification will confirm when the update is complete
- Changes typically complete within a few seconds, but may take longer in some cases
There is no live progress indicator. You can refresh the page or continue working.
Smart rate selection
When you switch funding, Lookout automatically applies the most appropriate rate for the new funding source.
This is based on:
- The Member’s funding and membership plan
- Service rate configurations
- Time-based conditions (e.g. weekends, public holidays)
The selected rate will match what would be applied if the visit were created from scratch under that funding source.
API access
An API endpoint is available to support programmatically switching funding.
This allows providers to:
- Automate funding changes
- Integrate with external workflows
- Apply consistent logic outside the platform
The API behaves the same as the UI, including smart rate selection.
Troubleshooting
What does “switch funder” actually do?
It changes which funding source pays for a visit. For example, you can move a service from Support at Home funding to private funding, or vice versa.
Can I switch funding for multiple visits at once?
Yes. Bulk actions are available in both the roster view and the tracked expenses view, allowing you to update multiple visits in a single action.
Does switching funding update the rate automatically?
Yes. The system applies a smart rate based on the new funding source, using the same logic as when creating a new visit.
What happens if I switch from private to Support at Home?
Lookout will apply the appropriate Support at Home rate based on your configuration, including any time-based conditions.
Why are my visits greyed out after switching?
This indicates the update is being processed. Once complete, you’ll receive a notification, and the visits will return to normal.
Can I switch funding for invoices or purchase orders?
Not currently. This feature is focused on visits only, while a broader approach for other financial items is still being explored.
Is there an API for this feature?
Yes. An API endpoint is available and mirrors the behaviour of the UI, including rate selection and validation.
What should I do if the switch fails?
If you encounter an issue, refresh the page and check for any validation messages. If the problem persists, raise a support request through the Lookout customer portal.
Will this impact existing claims or reporting?
Switching funder updates how the visit is billed moving forward. You should ensure any downstream processes (such as claiming or invoicing) reflect the updated funding source.