Overview
The Batch Payment Entry tab in the Billing section lets you record payments against multiple invoices in a single session. Instead of opening each invoice individually to log a payment, you can process an entire check run, carrier remittance, or bulk payment in one place. This is the fastest way to apply payments when you receive a remittance covering many claims at once.
How Batch Payment Entry Works
When you open the Batch Payment Entry tab, you see a list of invoices that can receive payments. For each invoice, you can enter the payment amount, the check number or payment reference, and the payment date. After filling in the payment details for all applicable invoices, submit the batch to record all payments simultaneously.
The batch process updates each invoice's payment history, adjusts the outstanding balance, and logs the transaction date. If a payment covers the full remaining balance, the invoice is marked as paid in full. If the payment is partial, the balance is reduced and the invoice remains open.
When to Use Batch Payment Entry
Batch Payment Entry is most useful in these scenarios:
Check runs from carriers — When a carrier sends a single check covering multiple claims, use Batch Payment Entry to apply the payment across all affected invoices at once.
End-of-month payment processing — When your billing team receives a stack of payments and needs to record them efficiently.
Remittance reconciliation — When matching a remittance advice to open invoices, the batch view lets you work through the list line by line.
For single-invoice payments or one-off transactions, recording the payment directly on the invoice from the main Billing search view is usually faster.
Tips
Always enter the check number or payment reference for each payment. This creates a clear audit trail and makes it easier to reconcile payments later.
Double-check payment amounts before submitting the batch. Once submitted, payments are recorded and adjusting them requires a separate correction entry.
If a carrier's remittance does not match the invoice amount, enter the actual amount received as a partial payment. The invoice will remain open with the reduced balance, and you can follow up on the discrepancy.
After submitting a batch, review the updated balances on the main Billing search view to confirm all payments were applied correctly.
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