Configuring auto-close rules
Step 1 — Open Auto-close Rules
Go to Settings → Auto-close Rules (/settings/auto-close). Rules are grouped under each billing provider (with its TIN and NPI in the section header), so you see the whole policy for one practice entity together. When you have no rules yet, bills fall back to the org-wide auto-close setting (close at 100% of expected) — so this page is purely additive: it customizes the window, it doesn't turn auto-close on.
Step 2 — Add a rule and set the window
Click New rule. Pick the Billing provider, then a Claims administrator — leave it on 'All Claims Administrators (default)' for the provider-wide window, or pick a specific payer to override it. Then set Min % and Max % (defaults are 80% and 100%). Mindbill validates that both are real percentages and that Min isn't greater than Max, and it won't let you create a duplicate (provider, claims administrator) rule.
Step 3 — Understand which rule wins
When a bill is paid, Mindbill finds the matching rule for its billing provider and claims administrator. A claims-administrator-specific rule always beats the 'All Claims Administrators' default; among same-specificity rules, the most recently updated wins. The default row is marked with a 'default' badge in the table. If the paid percentage lands inside the matching rule's Min%–Max% window the bill auto-closes; if no rule matches, the org-wide 100% fallback applies.
Step 4 — Toggle Active, Edit, and read the change History
Each rule has an Active switch — flip it off to stop applying the rule without deleting it. The pencil edits the window (the billing provider is locked once a rule exists), and the trash deletes it after a confirm. The history icon opens the per-rule Change history dialog: every create, edit, and toggle is recorded with a timestamp and the user who made it, so the auto-close policy itself carries an audit trail.
Auto-close rules decide when a paid bill closes itself instead of waiting for you to review it — a configurable auto-close. For each billing provider you set a percentage-of-fee-schedule window (Min%–Max%); when a paid bill's paid ÷ expected × 100 lands inside the matching rule's window, Mindbill closes it automatically. You get a default 'All Claims Administrators' window per provider, plus optional per-claims-administrator overrides for payers you want to treat differently. The engine that applies these at payment time already ships — this page is where you manage the rules.