What This Is
Sometimes a payment plan becomes delinquent because a scheduled payment didn’t go through. Even though the system shows the payment as unpaid, your office may have already collected that money in person—by cash, check, or another external method.
The Mark as Paid Offline option lets you record that payment in Practice by Numbers so the payment plan accurately reflects what actually happened.
When You Should Use This
Use Mark as Paid Offline when:
A payment plan installment failed
The patient already paid your office manually
You do not want to charge the patient’s card again
This helps resolve delinquent plans without creating duplicate charges.
Real-World Use Case
A patient is on a monthly payment plan for treatment. One of their scheduled payments fails, and the plan becomes delinquent. A few days later, the patient comes into the office and pays the missed amount by check at the front desk.
Instead of leaving the payment plan marked as delinquent—or charging the card again—you can:
Mark the missed installment as Paid Offline
Update the remaining balance automatically
Ensure that a valid payment method has been added to the payment plan.
Return the payment plan to Active (or Completed, if it was the final payment)
This keeps your records accurate and avoids billing confusion for the patient.
How It Works
When you mark a delinquent installment as paid offline:
Select Mark as Paid Offline on the missed installment
Confirm the payment in the In-Office Payment screen
The installment is marked as Paid
The remaining balance updates automatically
No cards are charged, and no retries occur.
What Happens to the Payment Plan After
Once the missed payment is recorded:
Active – if there are future payments scheduled
Completed – if all payments have been paid
The system automatically updates the plan status for you.
What This Does Not Do
To avoid confusion, here’s what will not happen:
❌ No credit or debit card is charged
❌ No retry attempts are triggered
❌ The payment does not sync to your PMS
❌ The same installment cannot be marked paid twice
This action is only for recording payments you’ve already collected.
Why This Helps Your Practice
This feature allows your team to:
Clear delinquent payment plans that were already paid
Keep balances accurate without manual workarounds
Avoid double-charging patients
Match your system records to real-world payments
Mark as Paid Offline gives your practice a simple, safe way to record manually collected payments for delinquent payment plans. It resolves missed installments, updates balances, and allows plans to move forward—without changing how you already collect payments.