Overview
The Patient Multi-Invoice Payment feature lets you apply a payment across multiple invoices for a single patient at once, rather than entering payments one invoice at a time. This is especially useful when a patient pays a lump sum to cover several outstanding balances.
You can access this feature from a patient's profile under the Patient Billing section.
Getting Started
Navigate to the patient's profile.
Open the Patient Billing section.
Click the Patient Multi Invoice Payment button in the top-right action bar.
The payment modal opens with the invoice list automatically filtered to that patient's open invoices.
Using the Payment Modal
Step 1: Enter Payment Details
The top section of the modal contains the payment details that will apply to all invoices in the batch:
Field | Description | Required |
Payment Date | The date the payment was received. Defaults to today. | Yes |
Payment Method | Select the method (e.g., Cash, Credit/Debit Card, Check, ACH, EFT, Care Credit, Patient Credit, etc.). Available options depend on your practice's configured billing payment methods. | Yes |
Payment Reference Number | An optional reference (e.g., check number, ERA number, or transaction ID). | No |
Credit/Debit Card Payments
When Credit/Debit Card is selected as the payment method, an additional card payment section appears where you can:
Enter new card details for a one-time or saved payment.
Select a previously saved card on file for the patient.
Choose whether to save the payment method for future use.
Card payments are processed as a single charge for the total amount applied across all selected invoices.
Note: The above only applies if you are utilizing the Tilled integration.
Patient Credit Payments
When Patient Credit is selected, a credit selection field appears allowing you to apply an existing patient credit balance toward the selected invoices.
Step 2: Select Invoices and Enter Amounts
The bottom half of the modal displays a table of the patient's open invoices:
Column | Description |
☐ (Checkbox) | Select which invoices to include in this payment. |
Invoice Number | The unique invoice/sale ID. |
Service Date | The date of service for the invoice. Displays "Future fitting" if a service date has not yet been assigned. |
Clinic | The clinic the invoice belongs to. |
Payment Source | The payment source type (Private Pay, Insurance, or Managed Care) and the associated carrier or plan. |
Total Amount | The original total amount of the invoice. |
Balance | The current outstanding balance. Hover for a detailed breakdown. |
Amount Applied | Enter the dollar amount to apply toward this invoice. |
To apply payments:
Check the checkbox next to each invoice you want to include. Alternatively, type an amount in the Amount Applied field and the checkbox will auto-select.
Enter the dollar amount to apply toward each selected invoice.
The Total Amount Applied is displayed at the bottom of the modal and updates in real time as you adjust amounts.
Tip: You can apply different amounts to each invoice. For example, you might apply $200 to one invoice and $150 to another in a single batch.
Step 3: Submit
Click Submit to post all payments at once. On success, you'll see a "Payments Posted!" confirmation message and the modal will close. Invoice balances and statuses update automatically:
If an invoice's remaining balance reaches $0.00, its status is automatically set to Completed.
If a partial payment is applied, the invoice remains open with the updated reduced balance.
Additional Rules for Credit/Debit Card Payments
When paying by card, the system processes all selected invoices as a single charge. Because of this, stricter rules apply:
All selected invoices must belong to the same patient (this is inherently satisfied since the modal is scoped to one patient).
If invoices have different payment sources, they must still resolve to a single billable entity. For example, all Insurance-sourced invoices must share the same insurance carrier, and all Managed Care invoices must share the same managed care provider.
If a constraint is not met, you will see a validation error and the payment will not be processed.
Non-Card Payments
When paying by a non-card method (Cash, Check, Direct Deposit, EFT, etc.), the same-entity restrictions above do not apply. You can freely apply payments across the patient's invoices regardless of payment source.
Frequently Asked Questions
Can I split a single payment across multiple invoices? Yes, that's exactly what this feature is designed for. Enter different amounts in the Amount Applied column for each invoice you select.
Can I overpay an invoice? The system does not prevent you from entering an amount greater than the invoice balance. Any overpayment will result in a credit on the invoice.
What happens if I select invoices from different clinics? You'll receive an error: "All sales must belong to the same clinic." Make sure all selected invoices are for the same clinic location.
Can I use a saved card on file? Yes. When paying by Credit/Debit Card, a dropdown of the patient's previously saved payment methods will appear. You can select a saved card or enter new card details.
Where can I see the payments after they're posted? Each payment appears on the individual invoice within the patient's Patient Billing section, as well as on the global Billing → Payments page.
Does the invoice close automatically after full payment? Yes. When the remaining balance on an invoice reaches $0.00, the invoice status is automatically updated to Completed.