Accounts & price lists
Accounts are who you bill A doctor writes the Rx; the practice pays the invoice. Office → Accounts is that list — name, code, billing address, terms (net days), credit limit, price list, and the QuickBooks customer. Your existing dentists were grouped into accounts automatically by practice name (a solo doctor became their own account), so nothing had to be re-typed. Offices A group practice is ONE account with several offices. Each office has its own address and can carry its own price list, so a contract that differs by site stays one account. Attach each doctor to the office they work out of; a case inherits its payer from the doctor and can be repointed on the case page when a doctor sends work from the other site. The catalog Office → Price lists → Catalog is what you sell: a code, a name, a category (crown & bridge, removable, implant, ortho, digital, service, component), and whether it is billed per unit, per arch, per case or per appliance. Pricing keys on the product, so “crown” and “Crown” stop being two different things. The Restoration text and Material fields are how the AI’s reading of an Rx maps onto a catalog row. Price lists Every lab has a Standard list — the rates an account gets when nothing more specific applies. Create as many more as you have contracts. A list can be derived: pick a base and an adjustment, and “Smile Partners = Standard − 12%” is one row plus its exceptions rather than a maintained copy. Type a price on a derived list to override just that product; clear it to go back to following the base. Which price a case gets Most specific wins: the doctor’s own list, then their office’s, then their account’s, then the lab default. A case prices at ship time, so raising your rates never re-prices work already shipped. Import and export Export CSV gives you the fee schedule as a spreadsheet — what you email a practice. Import CSV takes the same columns back, matching on the code column. A code we don’t recognise is reported, never silently created: a typo must not invent a product. What the doctor sees Dentists get a read-only Price list tab in the portal showing their own rates — the most common phone call a lab gets, answered without a phone call. Products with no price on their schedule are left out rather than shown as $0.00. Pricing rules (Office → Pricing rules) still work and still bill correctly. Every rule you edit there is written through to the catalog, so the two can never disagree.
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