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Bulk Operations

Process invoices, claims, and payments in bulk to save time on month-end and routine billing tasks. Bulk operations are processed through Praxi's BullMQ job queue system with automatic retry logic and progress tracking.

Batch Invoice Generation​

Generate invoices for multiple appointments at once. Praxi supports three batch run types:

Run TypeBehaviour
AppointmentsOne invoice per appointment
ConsolidatedOne invoice per client (all appointments in range merged)
RecurringInvoices generated from recurring billing rules (e.g., room rental, supervision fees)

Generate from Attended Appointments​

  1. Go to Billing → Bulk Operations
  2. Click Generate Invoices
  3. Select the run type (appointments or consolidated)
  4. Set filters:
    • Date range - Appointments to include
    • Practitioner - All or specific
    • Status - Usually "Attended, Not Invoiced"
    • Funding source - Filter by payer type
  5. Click Preview
  6. Review the list (grouped by client, showing estimated totals)
  7. Click Generate All or select specific ones

What Gets Generated​

For each appointment:

  • Invoice created with correct line items
  • Funding source applied from client record
  • Practitioner assigned
  • Due date set per practice defaults

Handling Exceptions​

Appointments that can't be auto-invoiced appear in exceptions:

ExceptionCauseResolution
No funding sourceClient missing funding detailsUpdate client profile
Expired referralMedicare/DVA referral expiredGet new referral
Session limit reachedMedicare sessions exhaustedChange funding source
Missing detailsIncomplete appointment infoUpdate appointment

Medicare Batch Claiming​

Submit multiple Medicare claims at once.

Prepare Claims​

  1. Go to Billing → Bulk Operations
  2. View pending Medicare claims in the claims queue
  3. Review for issues:
    • Invalid Medicare numbers
    • Expired referrals
    • Session limits
  4. Fix any issues

Submit Batch​

  1. Select claims to submit
  2. Click Submit to Medicare
  3. Monitor progress
  4. Review responses

Claim Responses​

ResponseMeaningAction
AcceptedClaim processedPayment incoming
RejectedInvalid dataFix and resubmit
PendingRequires reviewWait or contact Medicare
PaidPayment processedReconcile

Bulk Reconciliation​

When Medicare payments arrive:

  1. Go to Billing → Reconciliation
  2. Import Medicare remittance file
  3. System matches payments to claims
  4. Review and confirm matches
  5. Apply payments

DVA Batch Claiming​

Similar process for DVA claims:

  1. Go to Billing → Bulk Operations
  2. Review pending DVA invoices
  3. Verify eligibility
  4. Submit batch
  5. Monitor responses

NDIS Batch Invoicing​

Plan-Managed Clients​

  1. Go to Billing → Bulk Operations
  2. Filter by funding source (NDIS) and plan manager
  3. Generate invoices for period
  4. Batch email to plan managers

Self-Managed Clients​

  1. Filter for self-managed
  2. Generate invoices
  3. Send directly to participants

NDIA-Managed​

Requires NDIS myplace portal submission:

  1. Generate invoice data
  2. Export as PACE-compliant CSV (validates NDIS numbers, item numbers, and pricing caps)
  3. Upload CSV to the NDIS myplace portal
  4. Track payment status

Bulk Reminders​

Send payment reminders in bulk.

Overdue Invoice Reminders​

  1. Go to Billing → Bulk Operations → Reminders
  2. Set criteria:
    • Days overdue (e.g., 14+)
    • Amount threshold
    • Exclude payment plans
  3. Preview recipients
  4. Customise message (optional)
  5. Send all

Reminder Schedule​

Configure automatic reminders:

Settings → Communications → Reminders

TriggerDefaultAction
Due date approaching3 days beforeFriendly reminder
First overdue7 days afterPayment reminder
Second overdue14 days afterUrgent reminder
Final notice30 days afterFinal notice

Month-End Checklist​

A suggested end-of-month sequence for billing close-out:

  1. Generate outstanding invoices

    • All attended appointments invoiced
    • No missing billing
    • DNA/cancellation fees applied where appropriate

  2. Submit pending claims

    • Medicare batch submitted (before 2pm for same-day processing)
    • DVA claims processed
    • NDIS invoices sent to plan managers

  3. Reconcile payments

    • Bank deposits matched to invoices
    • Medicare EFT payments applied
    • NDIS payments confirmed
    • Unallocated payments investigated

  4. Review outstanding

    • Aged receivables reviewed (especially 60+ days)
    • Payment plans current
    • Write-offs processed with approval

  5. Export for accounting

    • Xero/MYOB sync completed
    • Revenue recognition report generated
    • GST summary prepared for BAS

Financial Year End (30 June)​

Additional year-end tasks:

  1. Final Medicare claims — Submit by 30 June for current financial year
  2. EOFY reports — Generate annual revenue by practitioner
  3. BAS reconciliation — Final quarterly BAS preparation
  4. Superannuation — Verify contractor super contributions
  5. Data export — Full data export for archive

Bulk Statements​

Generate and send statements for multiple clients at once:

  1. Go to Billing > Statements > Bulk Generate
  2. Select the clients to include (search and multi-select; at least one is required)
  3. Set the statement period
  4. Click Generate -- Praxi creates activity statements with opening/closing balances, invoiced and paid totals, and ageing buckets
  5. Review the generated statements
  6. Send all via email or download as a batch

Bulk Export​

Export billing data for accounting or analysis.

Export Options​

FormatUse Case
CSVSpreadsheet analysis
PDFInvoice copies
XeroDirect Xero import
MYOBMYOB import format
ABABank file (direct debit)

Creating an Export​

  1. Go to Billing → Bulk Operations and use the export controls
  2. Set filters:
    • Date range
    • Invoice status
    • Funding source
  3. Select format
  4. Click Export
  5. Download file

Scheduled Exports​

Automate regular exports:

  1. Settings → Reporting → Scheduled reports
  2. Configure:
    • Frequency (daily, weekly, monthly)
    • Filters
    • Format
    • Recipients (email)
  3. Save

Bulk Status Updates​

Update multiple invoices at once.

Mark as Sent​

  1. Select invoices
  2. Click Bulk Actions → Mark Sent
  3. Optionally set sent date
  4. Confirm

Mark as Paid​

For manual payment recording:

  1. Select invoices
  2. Click Bulk Actions → Record Payment
  3. Enter payment details:
    • Payment method
    • Date
    • Reference
  4. Apply to all selected

Void Multiple​

  1. Select invoices
  2. Click Bulk Actions → Void
  3. Enter reason
  4. Confirm (requires authorisation)

Bulk Client Updates​

Update funding details across clients using the export–edit–import workflow:

Medicare Expiry Refresh​

When Medicare referrals need updating:

  1. Go to Billing → Bulk Operations
  2. Filter for clients with Medicare referrals expiring within 30 days
  3. Export the list for GP review
  4. Update referral records in each client profile when received

NDIS Plan Updates​

When NDIS plans are renewed:

  1. Filter for NDIS-funded clients
  2. Export the list
  3. Update plan dates in each client's funding sources when confirmed

Automation Rules​

Set up automatic bulk operations.

Auto-Invoice Generation​

Settings → Billing → Billing automation

Configure:

  • Trigger: Appointment marked attended
  • Action: Generate invoice
  • Conditions: Funding source present, no existing invoice

Auto-Reminder Schedule​

Configure:

  • Trigger: Invoice overdue X days
  • Action: Send reminder email
  • Conditions: No payment plan, not on hold

Auto-Claiming​

Configure:

  • Trigger: Invoice created with Medicare
  • Action: Submit claim automatically
  • Conditions: All details valid

Queue Processing​

Bulk billing operations are processed through Praxi's BullMQ job queue, which provides reliable background processing with automatic retries:

FeatureDescription
Automatic retriesFailed jobs retry up to 3 times with exponential backoff
Progress trackingReal-time progress bar for batch operations
Concurrent processingMultiple operations processed in parallel
Error reportingDetailed error logs for failed items
info

Financial transaction safety: payment-related bulk operations (such as processing payment plan charges) use ACID transaction guarantees to ensure exactly-once processing. This prevents duplicate charges or missed payments.

Tips​

  1. Schedule bulk operations - Run weekly to stay current
  2. Review before submitting - Always preview batch operations
  3. Process exceptions promptly - Don't let them accumulate
  4. Reconcile regularly - Weekly reconciliation catches issues early
  5. Back up before period close - Export data before locking

Permissions​

Bulk operations require elevated permissions:

OperationRequired Role
Batch generateAccountant, Owner
Submit claimsAccountant, Owner
Period closeOwner only
Bulk voidOwner only

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