5 Reasons You Should Be Sending Electronic Billing Statements

Learn how QuickBill Email makes it easier for you to send billing statements and more convenient for patients to pay.

Updated 1/11/22

Maintaining a healthy cash flow is one of the fundamental things you need to do to keep your practice open, and patient payments are a big part of that. Ideally, all patients would pay their full balance at time of service. But that’s not always possible, which means you have to send billing statements to collect the remaining balance.

If you’re following the traditional method of printing and mailing statements to patients once a month, you’re not driving immediate cash flow. There’s a better way that helps you collect balances faster and is more convenient for your patients: sending electronic billing statements with QuickBill Email.

QuickBill Email (available as an add-on to Dentrix G7.4 and higher) allows you to create billing statements and send an email message to patients with a link to view their statement online. Patients don’t have to create an account or log in to anything. They only need to verify their first and last name and birthdate to see their statement. The email also includes a link patients can use to pay their bill online, and that payment is automatically posted in Dentrix.

Watch the webinar recording called “Increase Your Collections without Increasing Your Workload” to
learn more about how to use QuickBill Email.

Still not sure if electronic statements are a good fit for your practice? Here are five reasons why sending electronic billing statements and offering online payments is a vast improvement over your current billing statement methods.

1- The Easier It Is for Patients to Pay, the Faster You’ll Collect Their Balance

Most people have their phones with them all of the time, and they are constantly checking email and buying things online. Since patients are already doing that, why not send them their billing statement in a way you know they’ll see it and allow them to pay their balance online right then?

With electronic billing statements, patients can see their statement wherever they are and whenever it’s convenient for them, and the same thing is true of online payments. When patients can pay their bill right from the email message they receive, they don’t have to find time to write out a check and mail it or call the office during office hours to make a payment over the phone. They can pay whenever it’s convenient for them, which means you’ll get the payment faster than you would have if you were waiting on their check or their call.

Watch the video to get an overview of QuickBill Email and see how it works.

When you’re ready to get started, watch the tutorial videos in the QuickBill Email Quick Start to lean how.

2- You Can Create Electronic Statements Using the Billing Features You’re Already Familiar With in Dentrix

QuickBill Email uses the same billing statement features in Dentrix that you’re already using to print statements. You don’t have to learn new processes in a separate program in order to send electronic statements.

Make sure that when you create your statements they are easy for patients to understand. If a billing statement is clear and patients don’t have questions about it, they’ll be more likely to pay right away.

Evaluate the billing statement options you’re using and see what you can do to make them easier for patients to understand. You may want to move the balance forward date back a few months so patients can see a history of their treatment and payments. Or you may want to include procedures that are attached to a pending claim so patients can see what has been billed to insurance.

Watch the video to learn more about billing statement options or read “Make Billing Statements Easier for Patients to Understand.

3- You Get to Decide Who Receives Which Kind of Statement

Since you’re using the same Dentrix features to create electronic statements that you use to create printed statements, you can choose which kind of statement to send to each patient. Most of your patients will love statement emails, but some may still prefer to receive a printed statement in the mail. You get to decide what will be best for each of your patients.

To enable the option to select the way patients receive statements, from the Office Manager click Maintenance > Practice Setup > Preferences. Click the Print Options tab and select the Verify Billing Statements to Send option. With that enabled, when you submit your statements you will have the chance to specify how each patient should receive their statement.

Watch the video to learn more about verifying and sending billing statements electronically.

4- Sending Email Statements Is More Efficient Than Printing and Mailing

Sending email messages doesn’t require printing on special paper, stuffing envelopes, or adding stamps to each statement, so your overall cost for sending statements is lower than it used to be. And it’s not only the cost of the paper and stamps that is reduced. When your team members don’t have to spend time folding, stuffing, and mailing statements, they can spend more time filling holes in the schedule or following up on outstanding insurance claims.

In addition to the efficiency and money you save by sending online statements, you also gain insights that are not available with printed statements. You can use the QuickBill Statements report to see which patients have opened their statement email, which have clicked to view their statement, and which have paid.

Read “How to Fill Open Time in Your Hygiene Schedule” and “Finding Information You Need on the Insurance Aging Report” for more information.

5- Online Payments Are Posted In the Ledger For You

Not only is making online payments convenient for your patients, it also gives them a few payment options. They can choose the amount they are able to pay, and, once they’ve made the payment, they will receive a receipt they can print and save.

But the convenience doesn’t stop there. Payments that patients make using the link in their statement email are posted to the Ledger for you, which helps you avoid the time and potential errors that come from posting payments manually. And since these payments are posted as transactions in the Ledger, you can edit or split them as needed. You have all the same options you’re used to when you manually enter patient payments.

Watch the video to learn more about receiving online patient payments.


Sending electronic billing statement notifications through QuickBill Email allows you to collect outstanding patient balances faster than traditional billing statement methods. Your patients will appreciate receiving statements the way they prefer to communicate, and they’ll love the convenience of paying their bill online whenever it’s convenient for them. Increase your cash flow today with electronic billing. Visit www.dentrix.com/electronicbilling to get started.

Learn More

Watch the webinar recording called “Increase Your Collections without Increasing Your Workload” to
learn more about how to use QuickBill Email.

Visit the QuickBill Email Quick Start page to watch videos and read tips about setting up and using QuickBill Email.

Read “Increase Your Collections without Increasing Your Workload” to learn more about how to use QuickBill Email in your practice.

If you are a current Dentrix eCentral customer who uses Website Manager, read Enabling Online Patient Payments with Dentrix eCentral to learn how to set up online payments with your current system.

By Erin Brisk, Senior Editor