How to Create Batch Invoices

Learn how to create, customize, and manage batches for printing, submission, and third-party billing. This article explains how to create invoice batches for third-party payers or patients, including how to filter invoices, generate batch outputs, and manage batch statuses. Invoice batching helps streamline billing workflows, especially when working with insurance providers, funders, or high-volume invoicing. 

When to Use This

• When submitting invoices to third-party payers (e.g., WCB, WSIB, EHB)
• When grouping invoices for easier tracking and reconciliation
• When preparing batches for payment (e.g., cheque or direct deposit matching)
• When generating statements for third parties

Permissions 

Access to the Accounting section is required

Creating Batch Invoices 

Follow these steps to create a new invoice batch: 

1. Click Accounting

2. Select Print Batching

   
   
   
    

3. Click Create Batch Invoices 

4. Configure your Batch Parameters 

Type

• Third Party - For invoices paid by insurance or another funder
• Direct - For invoices paid by patients
  • Tip: A Patient Summary Invoice is generally recommended instead of Direct batching

Batch Name

• Enter a name for reference
• Recommended format: Payor + End Date (e.g., WCB - Feb 28, 2026)
• Batch names cannot be edited after saving

End Date

• Defines the last date included in the batch
• Only unbatched invoices up to this date will be included

Include Paid Invoices

• Select to include invoices that already have payments applied
• Useful for workflows like HCAI, EHB and WCB/WSIB
• Partially paid invoices will only appear if this is selected

Include $0.00 Transaction

• Includes unpaid $0.00 invoices
• Useful for tracking programs such as MIG blocks or WSIB

Patient

• Select a specific patient or leave blank to include all

Third Parties

• + Third Party - Select specific insurers
• + Group - Select predefined groups of funders (e.g., HCAI, WSIB, EHB, MVA)
• + All Third Parties - Include all insurers/third-parties
• x Clear All - Remove selections

Clinics

• + Select Clinic - Filter by location(s)
• + All Clinics - Include all clinics
• x Clear All - Remove selections

Clinics Address

• Select which address appears on invoices (for multi-location clinics)

Preview Individual Invoices 

• View included invoices before creating the batch
• May take longer for large batches

Customize Batch

• Allows you to manually remove invoices before finalizing
• Ideal for smaller or patient-specific batches

5. Click Create Batch 
6. Select OK to confirm

7. Click the provided link (Click here) to view the batch

Result 

• The batch is created and available in the Print Batches list
• You can open the batch to review, print, or submit invoices
• Invoices included in the batch are grouped based on your selected settings

Managing a Batch 

From the Print Batch list, click the options icon next to a batch to access available actions.

View Options 

• Individual Invoices: View each invoice as a separate PDF
• Consolidated Invoices: Grouped by patient and insurer (does not reflect payments)
• Consolidated Invoices (Actual Insurance Amount): Shows insurer responsibility and totals
• Billing Summary: Statement of account for a third party, grouped by patient
  • Service Date
  • Client Name
  • Referral Name
  • Description
  • Provider 
  • Reg. #
  • Qty. 
  • Tax 
  • Line Cost 
  • Sub Total
  • GST/HST
  • Billed to Third Party
  • Please Pay This Amount
• Billing Summary Anonymized: Statement of account for a third-party without patient information
  • Includes the same information as Billing Summary minus the Client and Referral Names 

Additional formats may be available depending on your province and integrations (e.g., HCAI, MPI, WCB).

• Consolidated Invoices for Treatment Plans (HCAI)
• Consolidated Invoices for MB WCB (Manitoba only) 
• Consolidated Invoices for MPI (Manitoba only) 
• Consolidated OCF21B (HCAI) 
• Consolidated OCF21B (Only MVAs) (HCAI) 
• OCF21A (HCAI) 
• OCF21B (HCAI)

Batch Actions 

• Submit Batch Electronically (HCAI only) 
• Mark Batch as Pending: Batch created by not submitted 
• Mark Batch as Printed: Locks the batch from further editing 
  • Note: Cannot delete a batch after marking as printed
• Mark Batch as Sent: Helps track completed batches 
  • Note: HCAI will automatically mark the batch as sent 
• Remove Invoice From Batch: Remove individual invoices from the batch
  • Tip: If removing many invoices, it may be faster to delete and recreate the batch 
• Delete Batch: Deletes the batch and returns invoices to an unbatched state 

Avoid Common Issues

• Using unclear or inconsistent batch names
• Forgetting to include partially paid invoices when needed
• Marking a batch as Printed before confirming accuracy (this locks the batch)
• Removing multiple invoices individually instead of recreating the batch

Troubleshooting

Missing invoices in the batch

• Check the End Date
• Ensure invoices were not already batched
• Verify filters (patient, clinic, third party)
• Confirm “Include Paid Invoices” is selected if needed

Cannot edit or delete a batch

• Check if the batch has been marked as Printed or Sent

Incorrect invoices included

• Use Customize Batch before creation
• Or delete and recreate the batch with updated filters