The problem
Patients paying for a crown or orthodontic work in instalments get an invoice raised by hand each month, and late payers get a call. If you have 18 active plans, raising each invoice takes 10 minutes, that's 180 minutes, about 3 hours, a month before chasing.
What the AI does
Once the dentist has given the patient a written treatment plan and cost, set up each instalment plan in Xero as a repeating invoice, so each month's invoice is created on schedule. Xero's automated invoice reminders chase the late ones. The clinical plan and the fees stay with the dentist; Xero only handles the billing.
A worked example
A two-dentist private practice in Nottingham has 18 patients paying for crowns and implants in monthly instalments. The practice manager sets each up as a repeating invoice in Xero Ignite and turns on reminders.
Before
18 instalment invoices a month raised by hand at 10 minutes each: 3 hours
After
Invoices created automatically; about 2 minutes each to check, 36 minutes a month
What it's worth
About 2.4 hours a month saved (8 minutes on each of 18 invoices: 144 minutes), worth around £34 if reception time is worth £14 an hour. That covers the £18 cost by about £16, and steadier cash is the extra gain.
How to set it up
- Check Xero's pricing page and confirm repeating invoices are on Ignite: it is £18 a month but limited to 20 invoices and 10 bills, excluding VAT.
- Give each patient a written treatment plan and cost, with the instalment schedule agreed in writing.
- Set up each plan as a repeating invoice for the agreed amount and dates.
- Turn on automatic invoice reminders and check the wording is polite and clear.
- Each month, check the list of unpaid invoices and ring anyone who hasn't responded.
What goes wrong
- Ignite allows only 20 invoices, and 18 plans leaves little room. Any other invoices on top of the 18 plans would push the practice to Grow at £39, which is more than the saving.
- If you ever charge interest or arrange finance for patients, credit rules from the FCA may apply. Keep to interest-free instalments of your own fees, or take advice.
- An invoice that names the treatment is health data. Use a reference and keep clinical detail in the dental record.
- A patient who stops mid-treatment still has a repeating invoice running. Stop it as soon as the plan changes.