The Batch Invoicing feature streamlines the billing process by automatically generating invoices for appointments at a specified time after the appointment ends, as well as ad hoc for a selected date range.
This feature is designed for third-party billing workflows where payment is not required on the day. Payments are not processed when using this feature. This tool is particularly useful for practices that prefer to accumulate invoices over a set billing cycle—be it weekly, fortnightly, or monthly—and then issue these invoices in bulk at the end of the cycle.
Key Benefits:
Efficiency: Automates the invoicing process after each appointment without manual intervention.
Flexible: Allows practices to choose specific appointments to automatically invoice. It also works alongside regular invoicing, as any appointments that have been manually invoiced will be excluded from the automatic process.
Reduces Complexity: Allows staff to concentrate on reflecting billable time as appointments rather than working with the invoice screen.
Note that invoices are created but not issued (emailed) to patients or third-party payers when using this feature. After the batch invoice process is complete, invoices must still be issued in bulk using the Outstanding Invoice report.
Reviewing Appointment Type Default Item Codes
When automatic appointment invoicing occurs, an invoice will be created using the appointment's default Item Code or Item Group. Therefore, it is essential to correctly configure default Item Codes in Settings > Appointment Book > Appointment Types. More information regarding this is available on our knowledge base.
The default Item Code and Fee can be viewed quickly from the appointment book in the tooltip displayed when hovering over an appointment.
Note: Invoices will not be automatically generated if the appointment does not have a default Item Code.
Automatic Batch Invoicing
Automatic Batch Invoicing can be enabled in Settings > Billing > Batch Invoicing.
Automatic Invoice Start Date
The "Auto Invoice Start Date" determines when the automatic batch invoicing feature for appointments will begin.
Selecting When to Automatically Generate Invoices
After enabling Automatic Batch Invoicing, you must choose when appointments will be automatically invoiced. Invoices will be generated after your chosen time, generally within 30 minutes during busy periods.
The following options are available:
After an appointment ends
This option will generate the invoice after the appointment's end time. This can be set to 0 hours after an appointment if you want the invoice to be created ASAP after the appointment ends.
End of day at
Automatic batch invoicing will occur at the chosen time at the end of the day. Be sure to set a time after your latest appointments, as any appointments that appear after your chosen time will not be automatically invoiced.
Weekly on
Automatic batch invoicing will occur weekly on the chosen day and time.
Manual/Ad Hoc Batch Invoicing
You can choose to manually trigger the batch invoicing process for a specific date range. You can choose to use the manual batch invoicing process in combination with the automatic batch invoicing process.
To start the manual batch invoicing process, select Batch Invoice Now.
Select the date range you wish to manually invoice. You can select a maximum of 31 days at a time. You cannot select future dates.
Batch invoicing cannot be undone in bulk once generated. Double-check your invoicing criteria before continuing.
Type CONFIRM into the text box to proceed.
Select Invoice to finalise the process.
Choosing Appointments to Batch Invoice
By default, invoices will be automatically generated for all appointments. Under the Appointment Criteria heading, you can choose to narrow the scope of automatic invoices to appointments with specific Appointment Types, Statuses, Fee Categories, Professions, Businesses and Practitioners.
For example, you can use the Fee Category to only raise invoices for appointments associated with third-party payer Fee Categories, like Workcover or NDIS billing scenarios.
Adjust the appointment criteria according to your preferences.
Enable the option if you wish for appointments with default item values of $0.00 to be invoiced.
Invoices will not be automatically generated in the following scenarios:
The appointment does not match the criteria outlined above
An invoice is already linked to the appointment
The appointment has no default item code set
Using an Appointment Status to Identify Batch Invoiced Appointments
Consistent with manually invoicing appointments, the appointment will turn to your chosen 'processed' colour, and the appointment status will be updated to 'completed'. It's possible to change automatically invoiced appointments to a different appointment status, or have the appointment status remain unchanged.
Issuing Invoices That Have Been Generated Automatically
As mentioned earlier, this feature does not automatically email invoices to patients or third-party payers. After the batch invoice process occurs, invoices must still be sent to the recipient. The easiest way to issue invoices in bulk is via the Outstanding Invoice report.
Frequently Asked Questions
Are invoices automatically emailed to patients or third-party payers?
When using this feature, invoices are not automatically emailed to patients or third-party payers. After the batch invoice process occurs, invoices must still be sent to the recipient. The easiest way to issue invoices in bulk is via the Outstanding Invoice report.
Can I automatically add multiple items to an invoice?
Yes, batch invoicing can add multiple items to an invoice when an Item Group is set as the default Item Code for the Appointment Type.
Are claims automatically submitted?
No, claims are not submitted when using batch invoicing. All claims, including health fund, Medicare and DVA claims, must be submitted manually.
Does batch invoicing work with Open Invoicing?
Yes, batch invoicing will add items to open invoices.
Does batch invoicing work with Hourly Billing?
Yes, batch invoicing is compatible with Hourly Billing, which is designed for practices that invoice at an hourly rate, such as NDIS providers.
Does batch invoicing work with the NDIS integration for agency-managed patients?
Yes, batch invoicing will use the default NDIS Claim Type you have selected for the Appointment Type. You can review the default NDIS Claim Types you have selected in Settings > Appointment Book > Appointment Types, as shown below.
Can I view a log of appointments that have been batch invoiced?
Yes, use the Log button at the top of the Batch Invoicing settings page.
Use the plus icon on the right-hand side to view a list of appointments that have been batch invoiced. In the user column, you will see System for automatic batch invoice runs, and the actual user name for any ad hoc/manual batch invoice runs.
