The Pay Invoices tool is designed for bookkeepers and finance staff reconciling bank transfers received in the practice’s bank account. Use it to record a bank transfer and allocate it across one or more outstanding invoices in PracSuite. You can enter invoice numbers manually or use PracSuite AI to identify payment and invoice details from a remittance advice PDF.

This tool is particularly useful when:

Every payment created using this tool is recorded as a Bank Transfer. You specify how much of the received payment should be applied to each invoice. PracSuite then applies that amount across the outstanding items on the invoice in its normal top-down order.

Invoice-level allocations only: The Pay Invoices tool allocates amounts to invoices as a whole. It does not allow you to select individual service or invoice items.

If a payment must be allocated to specific items on an invoice, use the standard invoice payment and manual-allocation workflow described in Paying Outstanding Invoices.

Do not use the Pay Invoices tool when you need to:

For these situations, open the invoice or select invoices from the relevant patient or payer file and use the existing payment workflow.

Your user role must have access to:

The optional remittance upload feature must also be enabled in your practice’s Settings > PracSuite Account > AI settings before you can upload PDFs.

Go to Tools → Pay Invoices.

Before adding invoices, review the following options.

Default Business for New Payments - This is the business each new payment will be assigned to. PracSuite searches for invoices associated with the business’s settlement account. Invoices from another business can also be included when that business uses the same settlement account.

Payment Date - Select a payment date for all new payments in the batch. For remittance uploads, the date identified within the remittance PDF will be used.

Auto-Allocate (Manual Entry) - When this option is on, PracSuite allocates each manually entered invoice’s full outstanding balance and sets the payment amount to the combined allocation. You can review and change the payment amount and allocations before saving.

Use manual entry when you know which invoices were included in the received bank transfer.

In short:

After the payment is created, the cursor remains in the invoice number field so you can immediately begin entering the next payment.

You can paste invoice numbers copied from a spreadsheet, email or document.

Invoice numbers can be separated by:

PracSuite creates a separate entry for each valid invoice number and removes duplicates from the pasted list.

If Pay invoices remittance upload is enabled for your practice, PracSuite AI can read remittance advice PDFs and suggest:

Each uploaded PDF creates a separate payment card.

To process remittances:

Uploads must be PDF files and cannot exceed 45 MB per file.

PracSuite AI can make mistakes. Always review the payment details, matched invoices and proposed allocations against the remittance and your bank records before saving.

Uploaded PDFs are used to extract the remittance information. They are not added to the patient or payer record as attachments.

The PDF upload area is replaced with a message explaining that PracSuite AI remittance processing is unavailable.

You can:

Each bank transfer appears on a separate payment card.

Review the following information against the payment received:

The payer is required before the payment can be saved. The remittance number is optional.

A payment can contain up to 200 invoices.

After a payment has loaded, you can:

An invoice added to an existing payment starts with no allocation. Review and allocate it before saving.

The Payment Allocation field controls the total amount applied to each invoice.

It does not control how the allocation is divided between individual items on the invoice. When the payment is saved, PracSuite applies the allocated amount to the invoice’s outstanding items in top-down order.

To select specific invoice items, use the standard invoice payment workflow, where detailed allocations can be reviewed and manually adjusted.

You can enter an amount directly in each invoice’s Payment Allocation field or use the allocation actions described below.

Allocate Automatically distributes the payment amount across the listed invoices in order.

PracSuite allocates as much as possible to each invoice before moving to the next. It also considers allocations entered against the same invoice on other payment cards currently on the page.

This action allocates at the invoice level. It does not select individual invoice items.

Use the allocation button beside an invoice to allocate as much of the available payment as possible to that invoice.

Select the button again to clear that invoice’s allocation.

Select Clear All Allocations to return every invoice allocation on the payment to zero.

Every payment is assigned to one business.

An invoice can be included when:

An invoice belonging to a different settlement account cannot be included in the payment.

If you change the payment business, PracSuite rechecks every invoice. Incompatible invoices remain visible with an error so you can remove them or select a suitable payment business.

PracSuite determines the payment type automatically after allocations have been entered.

A Personal Bank Transfer is used when all allocated invoices belong to:

A Group Bank Transfer is used when:

You do not need to select the payment type yourself.

The same invoice can appear on more than one payment card. This supports genuine split payments where an invoice was paid using multiple bank transfers.

PracSuite checks the combined allocations across all payment cards currently on the page.

If the combined allocations exceed the invoice’s outstanding balance, reduce the allocation on one or more of the payments before saving.

A payment does not reconcile when the payment amount differs from its total invoice allocations. Check that:

The payment cannot be saved until it reconciles or you deliberately accept an eligible unallocated remainder.

For a Personal Bank Transfer, an accepted remainder is recorded as an unallocated payment for the relevant account or payer.

For a Group Bank Transfer, an accepted remainder remains unallocated on the group transfer.

It is not assigned to an individual patient, account or payer. The group transfer remains incomplete so the remainder can be reviewed from the Group Deposits report.

Another user may edit an invoice or apply a payment after you load it.

PracSuite checks the current invoice details again when you save. If an invoice balance has changed:

Select Refresh Invoice Details to load the latest information.

PracSuite retains the proposed allocation where possible. If it is now greater than the invoice’s balance, the allocation is reduced to the new balance. Review the payment again before saving.

Save Payments becomes available when every payment card:

Select Save Payments when all cards are ready.

If every payment is saved, PracSuite clears the payment cards and prepares the page for the next batch.

If a payment is rejected while saving:

Correct the remaining payment cards and save them again.

Check that you selected the correct document. The PDF should clearly identify the invoices and amounts included in the payment.

If PracSuite still cannot identify it, enter the invoice numbers manually.

Select Retry to upload and process the file again.

You can also remove the failed file and enter its invoice numbers manually. A failed PDF does not prevent other remittances in the same batch from being processed.

PracSuite AI only enters information it can confidently identify from the PDF.

Review and complete any missing payer, date, reference, payment amount or allocation details before saving.

Confirm that:

You can use Add Invoice to add the correct invoice manually.