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Balance Payoff

Learn how to quickly and easily pay multiple invoices at once!

Written by Meridythe Lanoue

Balance Payoff displays Invoices by check-in date and time from newest to oldest and will show the current balance due for each invoice. Any invoices that currently have a credit will not display on the Balance Payoff tab.

Overview of Payment Methods

Instinct offers two primary methods for handling payments across multiple invoices:

  1. Account-Level Deposit: Record a lump-sum payment as a deposit on the client’s account. This deposit can later be applied to individual invoices as needed.

  2. Balance Payoff: Allocate a single payment to cover multiple invoices, starting with the oldest invoice and moving to newer ones automatically.

A Payment made when there are multiple invoice balances due will be applied to the oldest invoice balance first, and any remaining payment will be applied to the next oldest and so on. The invoice balance will display a preview of how the payment will be divided and what the new Account Balance will be.

To allocate a single payment across multiple invoices automatically:

  1. Open the client’s account.

  2. Navigate to the Payments panel.

  3. Switch the selector from Invoice to Account.

  4. Choose Balance Payoff. This method allocates funds to the oldest invoices first.

  5. Enter the total payment amount and select Record Transaction.

  6. A “multiple” line item will appear in the ledger. Hover over it to view the invoices and amounts paid for each.

Step-by-Step Guide for Account-Level Deposits

To process a lump-sum payment and apply it to multiple invoices:

  1. Open the client’s account ledger.

  2. Click the blue Payments tab.

  3. Switch to the Account tab.

  4. Record a deposit payment for the total amount (e.g., $1000). This will appear as account credit (unapplied funds) on the account.

  5. After invoices are created (e.g., after services are completed), apply the deposit to individual invoices:

    • Open each invoice.

    • Use the blue Payments option.

    • For the payment method, select Account Credit to allocate the deposited funds to the invoice. This does not create a new charge but moves the deposit to the correct invoice.

Note: The amount of payment can not be greater than the Account Balance. To apply a payment as a credit, select the Deposit Type.

Special Scenarios

For scenarios involving multiple entities (e.g., pets or surgeries):

  1. Take a single account-level deposit payment for the total amount.

  2. After services are completed and invoices are generated, apply the deposit to each invoice individually using the Account Credit method. This ensures that the lump-sum payment is distributed accurately across all relevant invoices.

Once the Transaction is Recorded:

  • The Balance Payoff tab will update and any invoices that were paid off will no longer be visible on the tab.

  • The Invoice tab will update and display the transaction that was applied to any invoice under each patient.

  • The Account Ledger will update and display the transactions in one single line, with Multiple under the Invoice ID, Patient, and Provider columns. Hovering over this line will display a text box that will list the individual transactions made with Invoice ID, Patient Name and PIMS ID, and Amount.

Note:

  • If the Account Balance is completely paid off and there were existing credits on patient invoices, the aging schedule will balance to zero instead of showing any negative amounts credits.

  • Credits can still be viewed on the Invoice tab or on the associate patient invoice.

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