How it runs for dental practices
You release every payment; we never move money. Supplier statements are reconciled monthly so duplicate invoices and missed credits are caught.
What is accounts payable outsourcing?
Accounts payable outsourcing means a remote specialist runs the process from vendor invoice to approved payment run: capturing bills, coding them to the ledger, matching them to purchase orders and receipts, chasing approvals and preparing payments for release. The business keeps control of the bank account and the final release. The provider works in the company's own software.
What we handle for dental practices
- Capture and code supply, lab, equipment and overhead bills from a shared inbox or Bill.com
- Match supply invoices to packing slips and lab invoices to case slips before approval
- Reconcile supplier statements monthly to catch duplicates and missed credits
- Track equipment leases, service contracts and license renewals on a calendar
- Route one weekly approval batch to the doctor; you release all payments
The KPI that matters here
Every bill coded and matched within two business days of receipt, with supplier statements reconciled each month.
Dental compliance notes
HIPAA
Dental claims, EOBs and patient ledgers are protected health information. We sign a BAA, staff are HIPAA-trained, access to your practice-management system is role-limited with MFA, and the accounting file carries batch totals and claim numbers rather than patient names.
PPO and payer contracts
Each PPO agreement sets the fee schedule, what can be billed to the patient, coordination-of-benefits rules and how overpayments are returned. We record adjustments according to the contract and keep the fee schedules current so underpayments can be identified and refunds are handled the way the contract requires.
Patient credits and unclaimed property
Prepaid treatment that is not completed and insurance payments that arrive after the patient paid create credit balances. We age them monthly and prepare refunds for your approval, because unrefunded credits may become reportable unclaimed property under state law after a dormancy period.
Card data and patient financing
Our agents never take or store card numbers; patients pay through your terminal, portal or financing partner. Financing payouts from CareCredit, Sunbit or similar programs are reconciled net of the merchant discount, and promotional-plan terms are recorded so the cost of financing is visible.
Dental software we work in
- QuickBooks Online
- Gusto
- Bill.com
- Square
- Dentrix
- Open Dental
- Eaglesoft
- Dentrix Ascend
- All 50 platforms
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Frequently asked questions
How do you match lab bills to cases?
Each lab invoice lists the patient case, the procedure and the seat date, and the assistants or front desk keep a case slip or lab log. We match invoice lines to that log, code them to lab cost by doctor, and flag any invoice for a case that was remade or never seated. This produces lab cost per doctor and the data to discuss pricing with the lab.
Can you track supplies as a percent of production?
Yes. Supply purchases are coded to a dedicated line, separate from small equipment and office supplies, and reported each month as a percent of collections and of production. When the ratio moves, the packing-slip matching usually shows why: a large stock-up order, a price increase from the distributor, or purchases that belong in equipment.
Who approves and pays our vendors?
You do. We capture, code and match each bill and route it for approval in Bill.com or your accounting software. The doctor or office manager approves, and payment is released from your own bank or payment tool. The separation gives you a clean approval trail and keeps control of cash with the practice owner.
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