For single offices and small groups paying suppliers, labs and lessors every month
Dental Practice Accounts Payable Automation Software
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A dental practice pays supply distributors, dental labs, equipment lessors, staffing agencies and landlords every month, and the invoices land as PDFs, statements and paper in the delivery box. AutoPayables reads each supplier invoice, lets you code every line to an account and an office location, flags the same invoice arriving twice, holds bills above your threshold for approval, and exports approved bills to QuickBooks Online, Xero, NetSuite or Sage. It handles accounts payable only. It does not replace your practice management or billing software.
3
Duplicate checks run on every invoice before approval
Line
Level at which each charge is coded, so a shared lab or supply bill can split across offices
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Ledger export layouts: QuickBooks Online, Xero, NetSuite, Sage
$49
Per month for 200 invoices on Growth, one price for the whole account
Accounting sync
What dental practice accounts payable needs from software
The parts of the job that keep your office manager keying supplier bills instead of running the front office.
Capture from email or upload
Supply houses email PDFs, labs send statements and a delivery brings paper. Vendor, invoice number, dates, tax, totals and line items are read into a draft bill with a confidence score, so the reviewer checks only what looks off.
Line-level coding by office
A shared order or a lab invoice that covers two offices can be split by line, each to its own location or class. Lab fees go to the account you choose, and recurring rent, leases and utilities are coded once per vendor.
Duplicate invoice checks
Every bill is compared by file content, by vendor plus invoice number, and by vendor plus amount plus date. The emailed invoice and the statement copy do not both get paid.
Approval above a threshold
Bills over the amount you set wait for the owner dentist or the DSO controller, logged with approver and timestamp. It is one threshold for the account, not a routing tree per office.
1099 vendor tracking
Associate dentists on contract, hygiene temps and other contractors may need a 1099. Flag them, keep the TIN on the vendor record and export a 1099-NEC CSV at year end.
Coded bills to your ledger
Approved bills export in the import layout your accounting system reads, so your accountant loads one batch instead of retyping each bill.
How an office AP week runs here
From a forwarded supply invoice to a batch in your books.
Set up accounts and locations
Add the expense accounts and the office names or classes you track, so coding is a pick, not a typing job.
Point vendors at one address
Supply houses, labs and lessors email invoices to your AutoPayables address, or the front desk forwards what arrives on paper after scanning.
Review flags and code lines
Duplicate checks run on their own. You correct low-confidence fields and assign each line to its account and location.
Approve and export
The owner or controller approves bills above your threshold, then you export the batch to QuickBooks Online, Xero, NetSuite or Sage.
Where AutoPayables fits a dental practice, and where it does not
An honest read, so you buy the right shape of tool.
Look at practice management software for
- Patient charts, scheduling, insurance claims and patient billing
- Clinical inventory, reorder points and sterilization logs
- Payroll for hygienists, assistants and associates
- Retyping every supply, lab and lease invoice from a shared inbox
What AutoPayables does today
- Vendor invoices only. Patients and claims stay in your practice system
- Not covered. Supply invoices are read and coded to the right account
- Not covered. Contractor bills can be coded and tracked for 1099
- Invoices read into coded draft bills, reviewed by one person, exported as a batch
Who runs AP this way
Practices that want clean coded bills for every office without a new operations platform.
Single offices on QuickBooks
An owner dentist or office manager who loses evenings keying supply and lab invoices.
Small groups with two to ten offices
Teams that need each location's supply and lab bills coded correctly before month end.
Practices preparing for a sale or a DSO partnership
Owners who need an approval trail and consistent coding before a buyer, lender or partner asks for clean books.
Outsourced bookkeepers serving dental clients
Staff who want an import-ready batch per client instead of a pile of forwarded PDFs.
Why dental practice payables pile up
A dental office buys from more suppliers than its size suggests. There are two or three supply distributors, a dental lab or several, an implant or aligner vendor, a sterilization and waste service, equipment leases, a staffing agency for hygiene temps, and the usual rent, utilities and software bills. Invoices come as PDFs, as emailed statements and as paper in the box with the delivery. The office manager keys them between patients, or the stack waits for the bookkeeper on Friday.
The errors are predictable. A supply invoice is paid from the email and again from the month-end statement. A lab bill is coded to general supplies when it belongs in lab expense. A new office opens and nobody can say what it spends on consumables. None of this needs a clinical system. It needs the supplier bill read correctly, coded once, checked for duplicates and approved by the person who owns the number.
What the software does for a practice
AutoPayables reads each supplier invoice into a draft bill with vendor, invoice number, dates, tax, total and line items. You code each line to an account and to an office location or class, so one invoice shared by two offices splits cleanly. The duplicate check runs before approval, comparing file content, vendor plus invoice number, and vendor plus amount plus date. Bills above the dollar threshold you set wait for the owner or controller, with the approver and timestamp saved. Approved bills export in the import layout for QuickBooks Online, Xero, NetSuite or Sage.
Where it stops
This is accounts payable. It does not hold patient charts, insurance claims, schedules or sterilization logs. Your practice management software keeps doing those jobs, and clinical inventory counts stay there too. What AutoPayables gives you is a clean, coded stream of vendor bills so the books match what you actually bought, and the owner can see supply and lab cost per office without waiting for month end.
Plain pricing
The Growth plan is $49 per month for 200 invoices, one price for the whole account. A single office with a few dozen supplier invoices a month fits well inside it, and larger groups can see the higher plan on the AP automation pricing page. If you keep books in QuickBooks, see the QuickBooks accounts payable automation setup before you start. Group practices that run several locations can also compare the approach on the franchise accounts payable automation page.
Frequently asked questions
The best fit reads supply, lab and lease invoices into coded draft bills, splits lines across offices, checks duplicates before approval and exports to your accounting system at a published flat price. AutoPayables does this for $49 per month on Growth. Practice management software still handles patients, claims and clinical inventory.
Yes, if coding works per line rather than per invoice. In AutoPayables each line takes its own account and location or class, so a shared supply order or lab invoice covering two offices lands in the right place and supply cost per office is correct at month end.
Compare every bill three ways before approval: file content, vendor plus invoice number, and vendor plus amount plus date. That catches the emailed invoice, the statement copy and a re-issued bill with a new number. AutoPayables runs all three checks automatically.
No. It handles vendor invoices only. Charts, scheduling, claims and patient billing stay in your practice management system. AutoPayables feeds the cost side of your books with coded, approved supplier bills in an import-ready layout for your accounting system.
AutoPayables Growth is $49 per month for 200 invoices for the whole account, and Scale is $149 per month for unlimited invoices. You can try it on your first 20 invoices before choosing a plan. There are no per-user fees or setup charges.
Stop keying supply and lab invoices by hand
Try AutoPayables on a real month of invoices from your supply houses and labs and see the coded batch before you commit.