ℹ️ Note, we sometimes use the terms bill and invoice interchangeably. They refer to the same thing.
Preparing your balances to import
Solv's importer is very flexible and can handle many data formats and naming conventions for fields or columns.
Typically, uploaded data should be in a CSV or Excel format.
The only strictly required field on an upload is the balance due. Other fields needed (patient and guarantor demographics) have different requirements based on whether your EMR is integrated with Solv.
📄 An excel template for these uploads is attached to the bottom of this article.
If you are not integrated, the following fields are required:
Patient first and last name
Patient date of birth
Service date
Patient phone number
Patient email (optional)
Guarantor first and last name (Can be the same as patient)
Guarantor phone number (Can be the same as patient)
Guarantor email (Optional, can be the same as patient)
If you are integrated with Solv, we can automatically pull the patient demographics and contact email from one of two sources:
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🛟 You can mix and match which identifiers or details are provided within a single import. When EMR IDs are provided, they take precedence and we will try to match to a visit on Solv. If they are not provided, or we are unable to match, we will fall back to the service date, patient demographics and contact information you specify.
Uploading the bills
Navigate to the Bulk Imports Dashboard in Solv.
Click "New import"
From the new import page, select your default location and due date
Default location controls which location bills that cannot be matched to a visit on Solv will be assigned to. Any bill that can be matched will be assigned to the location at which that visit took place.
Due date is the number of days (from when the bill is first sent to the patient) that the bill is due. This controls:
The due date visible to the patient
The duration of Solv's Intelligent Reminders via SMS and Email. Reminders will be sent on an automatic cadence starting when the bill is sent and until the number of days specified by the due date is past.
Click "Next" to begin the file upload and upload your file
Our importer will walk you through the steps to upload your file
Mapping data and columns in your file into fields needed by Solv
Automatically fixing any simple formatting errors (phone numbers, dates, currency, etc).
Flagging any invalid data or bills that cannot be automatically fixed
Once all formatting errors are fixed, you can click "Import" to process and send all of the bills. You'll be redirected back to the imports dashboard and shown the progress of your upload. This can take up to 15 minutes to process depending on how many bills you upload at once.
You can click into the "Details" of your latest import to view each individual bill sent, as well as any errors or skipped duplicates that occurred during the upload process.
Autocollect for uploaded bills
When an uploaded bill is matched to a visit on Solv, and that visit has an Authorized card on file, then the bill is enrolled in Autocollect.
Instead of sending the typical reminder sequence, the patient is sent a message that informs them of their balance and that they will be automatically charged the amount due in 2 days. They can click the link in their SMS to view the bill details, pay immediately, change the card on file, or even cancel the automatic payment.
The patient is sent a second reminder of upcoming payment the next day.
On the final day (2 days after the upload), the balance is automatically charged to the patient's card on file and they are sent a receipt.
If for any reason that payment fails, the patient is informed that their card on file failed to process, and the bill is enrolled in regular SMS and email reminders up until its due date.
Matching bills to existing bookings on Solv
If EMR identifiers are included in the import, Solv will first attempt to match the uploaded balance to that patient or visit specified by those IDs.
If that fails or those IDs are not provided, Solv will attempt to match to bookings at your clinic with the following criteria:
Phone number in upload exactly matches phone number on Solv booking
Birth date matches between Solv and upload
Service date within +/- 1 day of date in upload
Patient name matches
If there is more than one potential matched booking, Solv will pick the "closest" match to the service date and exact patient name.
If no match is found, Solv will create a new patient and visit record to send the bill, however that balance will not be eligible for autocollect.
Automated duplicate detection
When importing bills in bulk, Solv will detect any bills which have previously been sent to a patient, and either skip that upload, or re-send a new bill and cancel the old ones, based on matching logic and parameters you set on upload.
Identifying possible duplicates
First, for any uploaded bill, we fetch a list of possible duplicate bills defined as any existing bill where:
The patient phone number or Solv account is the same
The total bill amount is the same
The patient birth date is the same
The service date for the previous bill is within plus or minus one day of the uploaded bill
By default, if any matches are found, the new invoice is skipped and flagged as a duplicate.
Deciding whether to send or skip the new bill
The new invoice will only be sent when the following is true for all matched existing bills:
The old bill was sent with V1 Solv Pay (I.e. without reminders, autocollect, or new features). This will occur for bills sent before October 2023 when the new (V2) system became the default for all bills.
The old bill has not been paid or cancelled
The old bill is over six months old
The old bill has passed its due date and has no upcoming reminders scheduled
Re-uploading cancelled bills
Additionally, when uploading bills, you can check a box to "Re-upload cancelled bills."
⚠️ In the future, this will be the default behavior. Ensure that the bills you upload into Solv are valid balances you would like for Solv to bill. (I.e., if a balance exists in error, or for whatever reason, you would like to opt a patient out of Solv billing, ensure those are excluded before you upload balances to Solv).
When this option is selected, any matched old bill that has been cancelled on Solv is eligible to be re-sent. We recommend this option, as any balance that should not be sent should ideally be marked down in your EMR or practice management system so it doesn't appear in future reports at all.