Bulk Payment Posting lets you record payments against multiple invoices at once - saving you from entering them one at a time. This is ideal for posting an insurance check that covers multiple orders, or when a patient pays down several open balances in a single visit.
How to Post Bulk Payments
1. Open the Bulk Payment Modal
Navigate to the Billing module.
Click the Bulk Payment button in the toolbar.
2. Set Your Payment Details
At the top of the modal, fill in the following:
Payment Date — The date the payment was received (defaults to today).
Payment Method — Choose from Cash, Credit/Debit Card, Check (ACH), Direct Deposit, Care Credit, Allegro, or other available methods.
Payment Reference Number (optional) — Enter a check number, transaction ID, or any reference for your records.
3. Filter the Invoice List
You can narrow down which invoices appear using the following filters:
Clinic — Show invoices from a specific clinic.
Payment Source — Filter by Private Pay, Insurance, or Managed Care.
Patient — Search for a specific patient's invoices.
Insurer / Managed Care Plan — When filtering by Insurance or Managed Care, select the specific payer.
Service Date — Show invoices from a particular date.
Tags — Filter by sale tags.
Note: Completed and canceled invoices are automatically excluded from the list.
4. Select Invoices and Enter Amounts
Check the box next to each invoice you want to apply a payment to.
Enter the payment amount for each selected invoice in the Amount Applied column.
The Total Amount Applied is shown at the bottom of the modal so you can verify the total before submitting.
Tip: Entering an amount automatically selects the invoice. Clearing the amount automatically deselects it.
5. For Credit/Debit Card Payments
If you select Credit/Debit Card as the payment method:
Enter the
Credit Card Detailssection.
6. Submit the Payment
Click Save to post all selected payments at once.
A "Payments Posted!" confirmation message will appear when successful.
All related invoices are automatically updated. If any invoice balance reaches zero, that invoice is marked as Completed.
Patient Multi Invoice Payment
When working within an individual patient's chart, the Bulk Payment modal appears as "Patient Multi Invoice Payment" and is pre-filtered to show only that patient's open invoices. The workflow is otherwise identical to the steps above.
Frequently Asked Questions
Q: Can I mix payment methods in a single bulk payment? No. All selected invoices must use the same payment method (e.g., all Cash or all Card). You cannot mix Card and Check in the same submission.
Q: What happens when an invoice is fully paid? If the invoice balance reaches zero after the payment is applied, the invoice is automatically marked as Completed.
Q: Is there a limit to how many invoices I can include? There is no hard limit. The invoice list loads in pages of 25, and you can scroll to load more as needed.