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PRO Features

Auto-Post to Ledger

Topic
Ledger Posting
For
Front Office Team
Read Time
~3 minutes

Keeping your ledger accurate has never been simpler. With Auto-Post to Ledger, payments made in Smile Advantage can automatically (or manually) sync back to your practice management software (PMS), so your patient records stay up to date.

How it works

Section titled “How it works”

When a transaction occurs, whether it is a cash, check, or card payment, you can post it back to the patient’s ledger in your PMS.

  • Linked profiles required: Payments can only be posted if the patient record is linked to your PMS. Linked records are marked with a green lightning-bolt icon.
  • Automatic posting: Most payments (new members, auto-renewals, and auto-pay members) are posted automatically.
  • Manual posting: For one-time or manual renewals, you will use the Post to Ledger option.

Posting payments to the ledger

Section titled “Posting payments to the ledger”
  1. Open the Transactions screen. Navigate to the Transactions screen in your dashboard.
  2. Find the payment. Locate the payment you want to post to the ledger.
  3. Post it. Click Post to Ledger (or Mark Recorded if you are using the non-integrated version).

The payment is written back to the linked patient’s profile in your PMS. A timestamp displays to confirm the post, typically within a few seconds.

Linking patient records

Section titled “Linking patient records”

If you encounter a patient who is not linked:

  1. Open Link Patient Record. From the Transactions screen, click Link Patient Record.
  2. Search your PMS. Search for the correct patient in your PMS.
  3. Select the profile. Select the matching profile, and the patient is linked.

Once linked, payments for that patient can be posted without issue.

Reviewing transactions

Section titled “Reviewing transactions”

At the end of the day or week, you can quickly verify all transactions have been posted:

  • Use the calendar picker in the Transactions tab to filter by day or week.
  • Confirm all payments show as posted.
  • Follow up only on manual renewals or one-time transactions; the rest auto-post.

Benefits of Auto-Post

Section titled “Benefits of Auto-Post”
  • Save time: No double entry between Smile Advantage and your PMS.
  • Stay accurate: Every payment is accounted for in your ledger.
  • Simplify workflows: Most transactions sync automatically, leaving only a few to review manually.