Paying off a single invoice
You can find individual outstanding invoices and process payment by searching for the desired invoice number or directly from a patient file.
1. Searching for an invoice number
You can search for an invoice number to process via the search bar in the top left of PracSuite. Here you use the prefix INV: followed by the invoice number, once found you can select the invoice from results to process the payment.
2. Finding an Invoice on a Patient file
Select the invoice from the desired patient file you wish to process a payment for.
3. Adding a Payment
Select payment when viewing an invoice to proceed to the payment processing window.
To record a payment, enter the desired amount in one or more payment methods. Alternatively, click the payment hand icon to automatically apply the full outstanding balance using the selected payment method.
Paying off multiple invoices
If you’ve received one payment covering multiple invoices (e.g., a single patient paying for several invoices or a third-party payer making a single payment for multiple patient invoices), you can process the payment using the following steps.
1. Select these invoices from the Invoices tab within the Patient or Payer file.
2. Select payment once the desired invoices are selected.
3. Enter amount in one or more payment methods as required.
NOTE: To access Payer files, navigate to the Contacts menu and choose Third-Party Payers from the top menu in PracSuite.
Allocating payments to specific invoice items
If a payment needs to be assigned to specific items on an invoice, you can manually allocate the amounts to the desired items. By default, payments are applied to item codes in a top-down order. To review the current allocation, select "Show detailed allocation" in the top-right corner of the invoice window.
To adjust the allocation of an entered payment, hover over the payment and click the edit icon.
This will open the manual allocation window, allowing you to assign specific amounts to each invoice item. You can select "Clear" to reset the current allocation, enabling you to manually apply the desired amounts.
Payments allocated manually will appear as "Manual" in the Allocation column and can be adjusted at any time.
Note that any unallocated payments or overpayments (amounts exceeding what is owed) will be recorded as a credit once saved.
