Batch billing can be run daily, monthly, or per your practice preference.

In the Manage Module, click Billing.

By default, patients only receive a bill if they have not been billed in the last 30 days. To generate a single statement, invoice, or receipt, see Statements instead.

These options determine which statements show when generating the Billing List. We recommend you save default options so they are the same each time you generate the list. If using Clinics, default filter options can also be saved for each clinic.

Note: If the Billing List opens instead, a list has already been created and there are unsent bills. Before you can generate a new list, you must send the unsent bills or delete them. To delete, click Close, then click Yes to the delete message. You will receive a notification when the deletion is successful. Click OK and the window will close. Click Billing to start again.

Other Resources:

See our Billing Playlist.

Setup: Set defaults and billing list filter options.

To automatically generate and send statements electronically or by email, see Scheduled Processes.

General Steps:

Filter Options

Filter options show on the left of the window.

Note: To save default filter options by clinic, select the clinic first, select the options, then click Save As Default.

Include anyone not billed since: Include statements for families who have not been billed since this date. It defaults to one month prior and usually does not need to be changed.

Include any accounts with insurance payments, procedures, or payplan charges since the last bill: Include statements for families who may have received a bill in the last 30 days, but have since had an insurance payment come in, had procedures completed, or has payment plan charges due or charges that will be due within the number of days set in Manage Module Preferences, Days in advance to bill payment plan amounts due.

Age of Account: Only generate statements for families who have account balances in a specific Aging category (Any Balance, over 30 days, over 60 days, over 90 days).

Exclude bad addresses (no zipcode): Do not create statements for guarantors with no zip code.

Exclude inactive families: Do not create statements for families where all members have a status of inactive. The intent is to allow you to track outstanding balances for inactive families without sending a bill for the balance.

Note: If other family members are continuing to receive treatment and you check this box, no statement will be generated for them.

Exclude if insurance pending: Do not create statements for families who have one or more family members with an outstanding claim (any status other than received).

Exclude if unsent dental procedures: Do not create statements for families with one or more family members who have unsent dental procedures dated in the last 6 months. The purpose of this option is to prevent sending a statement before a claim is created (e.g. in larger organizations where billing is done in a separate department).

Exclude if balance is less than: Do not generate statements for families that have a balance less than a set amount. Negative numbers are allowed.

Show negative balances (credits): Create statements for families with a negative balance (they have paid more than they owe). If checked, these patients will be included even if you have entered a negative balance value for Exclude if balance is less than. If unchecked, patients with negative balances will not be forcefully excluded. Rather, the Exclude if balance is less than value will be considered.


Ignore Walkout (In Person) statements: If checked, families who were given a walkout statement will be included in the billing list.

Exclude Filing Codes: Select the insurance filing codes to exlude from the billing list. CTRL+ Click to select multiple filing codes. See: Insurance Filing Codes for more information.

Note: Some families with excluded filing codes may still be included in the billing list if a family member exists with an insurance plan that does not have an excluded filing code.

Billing Types: Select the billing types to include. Click and drag, or press Ctrl while clicking to select multiple types. Customize options in Definitions: Billing Types.

Clinic: This clinic selection determines which clinic's default filter options show. It can also be used to filter the billing list. Users can only select clinics they have access to. To set filter options for a specific clinic, select the clinic before selecting any filter options. Click the drop down to switch clinics or select All to select all clinics.

Note: When selecting All, a window will appear confirming the number of batch statements generated per clinic, after clicking Create List.

Use clinic default billing options: Only shows when All is the selected clinic. Useful when each clinic has different filter defaults, yet you want to run the billing list for all clinics at once. Checking this option will generate each clinic's statements using its filter defaults.

Save As Default: Save the selected settings as the default filter options. Also saves changes made to the General Message, Account History Date Range and Dunning Messages. When clicked, a confirmation box will appear confirming the settings have been saved.

Other Options

The default settings for the options below are determined by Billing Defaults.

Undo Billing: Click to return to the billing list to un-send statements. See Billing List, Unsending Bills section.

Useful Reports

The following reports may be useful for Billing to catch anything you have missed.