Billing Reconciliation
Reconciliation ensures that payments received match invoices issued, Medicare claims are correctly settled, and your accounting software stays in sync. Praxi provides tools for daily reconciliation, exception handling, and accounting integration.
Daily Reconciliation Workflow
A recommended daily workflow:
- Navigate to Billing > Reconciliation
- Review the Unmatched Payments list -- these are payments received that have not yet been linked to an invoice
- Match each payment to its corresponding invoice (Praxi suggests likely matches)
- Review the Unpaid Invoices list for any that should have been paid
- Investigate and resolve discrepancies
- Mark the day as reconciled
Spending 10–15 minutes on reconciliation each morning prevents issues from accumulating. Praxi highlights exceptions so you can focus only on items that need attention.
Matching Payments to Invoices
Praxi automatically matches payments to invoices when possible (e.g., Stripe and Tyro payments are linked at the time of transaction). For manual payments:
- Open the unmatched payment
- Praxi displays suggested invoice matches based on amount, client, and date
- Select the correct invoice
- Confirm the match
- If no match exists, investigate whether the payment is for a missing invoice or a different client
Anomaly Detection
Praxi automatically scans for payment anomalies to help catch issues early:
| Anomaly Type | What It Detects |
|---|---|
| Overpayment | Total paid exceeds the invoice amount |
| Duplicate | Same amount, same day, same invoice paid twice |
| Unmatched | Payment received with no linked invoice |
| Suspicious | Unusual amounts or timing patterns |
Anomalies are flagged with a severity level (low, medium, high) and appear in the reconciliation dashboard for review.
Medicare Reconciliation
Medicare payments are deposited in bulk to your nominated bank account. To reconcile:
- Go to Billing > Claims
- Praxi retrieves claim processing reports from MCOL (Medicare Online Claiming) — available once MCOL claiming is active for your practice
- Each payment is matched to the corresponding submitted claim
- Review any rejected or partially paid claims
- For discrepancies, check the rejection reason and resubmit if appropriate
Medicare payments typically arrive 1–2 business days after claim acceptance. Praxi tracks the expected payment date and flags overdue settlements.
Xero/MYOB Sync
If you have connected Xero or MYOB:
- Invoices created in Praxi are pushed to your accounting software
- Payments recorded in Praxi update the corresponding invoice in Xero/MYOB
- Sync runs automatically; you can also trigger a manual sync from Settings > Integrations
- Review sync status and errors from Settings > Integrations > Xero (or MYOB)
Handling Discrepancies
| Discrepancy | Common Cause | Resolution |
|---|---|---|
| Payment without invoice | Client paid in advance or for a cancelled session | Create a credit note or allocate to a future invoice |
| Invoice without payment | Payment not yet received or recorded | Follow up with the client or check bank records |
| Amount mismatch | Partial payment, surcharge, or rounding | Record the difference as an adjustment |
| Duplicate payment | Client paid twice | Process a refund for the duplicate amount |
Reconciliation Summary
The reconciliation dashboard at Billing > Reconciliation provides a summary view of:
- Daily reconciliation — payments received vs invoices paid for a given day
- Outstanding items — all unmatched payments and unpaid invoices
- Medicare reconciliation — claims submitted vs payments received
- Accounting sync status — items synced, pending, or failed
Permissions
Reconciliation is available to Practice Owners and Practice Managers. EAP Administrators can view reconciliation data for their own programmes.