Operator training
Help
Step-by-step guidance for DentalPay. Take your time — each section explains one idea at a time. Click any highlighted term for a full definition and real-world scenario.
Start here
Welcome. You cannot break billing by reading this page. Real changes to money only happen after you approve tables, save, and lock on the .
You are done reading this section when…
You know the six-step path below and understand that the Terms tab is the most important stop.
Words that look alike
Read this once — it prevents the most common confusion.
| Word | Means | Where |
|---|---|---|
| Term (glossary) | A vocabulary entry in Training — a definition you can click | Help page, popups |
| Terms tab | A tab in Client Profile for reviewing lease payment tables | Admin → Client Profiles → edit → Terms |
| Billing Terms | Approved financial facts from the lease that drive the ledger | Terms tab, profile notes after approve/lock |
| lease term (period) | A time segment in the contract (Year 1, tier 2) | Lease Agreement tables |
Your step-by-step path
Follow in order the first time through.
Terms tab guide
Most importantThe is where you turn lease tables into . The ledger stays empty until you .
Mid-term vs new client (lock checkbox)
New client (forward)
Leave Record initial payments at lock checked.
Mid-term (e.g. Coast Dental ABC)
Uncheck it — every historic month stays open for import.
- 1
Open Client Profile
Admin → Client Profiles → select the practice → choose the rental property.
- 2
Open the Terms tab
Wait until payment table rows appear (tab stays disabled until ingest completes).
- 3
Review every row
Compare rent, sales tax, property tax, lawn care, and deposit to the executed lease PDF.
- 4
Edit if needed
Click Edit on a row to fix a date, amount, or rate before approving.
- 5
Approve Tables
Type exactly: APPROVE PAYMENT TABLE
- 6
Inject Into Billing
Click Approved — Inject Into Billing. Type: APPLY BILLING TERMS
- 7
Save Profile
Save without lock first if you want to review notes; ledger is still empty.
- 8
Choose lock options
Mid-term clients: uncheck Record initial payments at lock. New clients: leave it checked.
- 9
Lock Billing Terms
Check Lock Billing Terms on Save, then Save. Type LOCK BILLING TERMS or LOCK {property name}.
- 10
Verify ledger
Open Ledger History — you should see open charges from lease start through today.
Why lock and confirm phrases exist
DentalPay is built as a landlord accounts-receivable subledger—not a casual rent tracker. High-quality accounting systems never let a single mis-click change money silently.
Typed confirm phrases (such as APPROVE AND APPLY and LOCK BILLING TERMS) force a deliberate pause. Lock posts open charges to the ledger only after you have reviewed the Terms tab tables.
Profile notes and ledger lines form an audit trail. If something is wrong later, you fix it with a controlled path—not by editing history in place.
Learn more:
You are done reading this section when…
You understand that confirm phrases protect you, and that lock—not approve alone—is what makes the ledger real. Next: complete the Terms tab guide.
Workflows
Full step-by-step guides for import, Pay Online, and client profile archive. Click Read guide on any workflow card.
Start Here — Your First 30 Minutes
After: Login access
You have: DentalPay login credentials (office operator or admin role).
Client Profile & Properties
After: WF-00
WF-00 complete: You know Main sidebar vs My Rental vs Admin paths.
Lease Agreement — Upload & Ingest
After: WF-01
WF-01 complete: {{term:client-profile}} exists with at least one {{term:rental-property}}.
Terms Tab — Review, Approve, Lock
After: WF-02
WF-02 complete: Executed lease PDF uploaded; AI ingest finished; payment schedule rows exist.
Save Profile & Lock Bootstrap Ledger
After: WF-03
WF-03 complete: Terms tab approve + inject done (`APPROVE AND APPLY` in audit); compare table not stuck on *Needs Review*.
Import Payments & Allocation
After: WF-04
WF-04 complete: {{term:billing-terms}} locked; {{term:lock-bootstrap}} posted {{term:open-charge}} lines; all five {{term:import-readiness-gates}} Yes.
Verify Payments
After: WF-05
WF-05 complete: At least one import commit or Pay Online webhook post you want to validate.
Collection Pipeline & Reminders
After: WF-04
WF-04 complete: {{term:lock-bootstrap}} posted {{term:open-charge}} lines — collections need real AR balances.
Process Workflow Map (orientation)
After: Anytime
You can open this anytime — no billing lock required.
Glossary
69 terms — click any entry for the full definition and scenario.
I'm stuck
Pause before typing confirm phrases. Most stuck states mean an **upstream step** was skipped—especially lock before import, or ingest before Terms review. Export a CSV backup before retrying destructive actions.
- 1.**Screenshot:** gate checklist, Terms status chip, dry-run warning banner, bootstrap summary.
- 2.**Do not click:** **Delete** profile, **`POST READY ROWS`**, or lock phrases until cause is clear.
- 3.Note client code, property name, and last workflow step you completed.
- 4.If import blocked, read which import readiness gates is **No**—fix WF-03/WF-04, not CSV.
- 5.Export **CSV** from Client Profiles; ask for help with screenshots and gate status.
You are done when…
you stopped risky clicks, captured evidence, and know which gate or workflow step failed.
Need help from support?
Open the Support page to turn on 15 minutes of diagnostic capture while you repeat the problem.
Support