Orthodontic Payment Software: 5 Must-Have Features

Making Orthodontic Financial Management Easy and Enjoyable

For a growing orthodontic practice, having the right payment processing tools isn’t optional—it’s absolutely essential. From recurring billing to payment tracking, the right orthodontic payment software ensures steady revenue, efficient teamwork, and happy patients.

Let’s explore five must-have features that any modern orthodontic practice should look for—and how TopsPay delivers on all of them.

1. Automated Recurring Payments for Consistent CashFlow

Manually entering patient payments is tedious, error-prone, and time-consuming. With the growing demand for flexible orthodontic care financing, your practice needs a system that simplifies the process.

TopsPay automates recurring credit card and ACH payments through customizable Auto-Pay Plans—removing the need for external tools or manual entry. Payments are processed on scheduled dates within the Tops app, ensuring a smoother, more predictable revenue stream.

Why this matters for your practice:

• Reduces late payments and billing errors
• Saves staff hours each month
• Makes orthodontic care more accessible with flexible payment options

2. Real-Time Alerts for Payment Failures and Card Expirations

Missed or failed payments can lead to costly revenue gaps.Most systems notify you after the damage is done. Proactive alerts can prevent the issue altogether.

TopsPay keeps your orthodontic payment process one step ahead by:

• Notifying you immediately of failed or declined transactions
• Logging unsuccessful payments in the Patient Ledger and Financial Day Sheet
• Displaying upcoming card expiration dates in advance so your team can make updates proactively

With TopsPay Premier, these issues are managed for you—complete with patient follow-ups via phone and email for up to 90 days. It’s a hands-off solution that protects your revenue while saving your team valuable time.

3. Integrated Payment Tools Within Your Orthodontic Software

When your payment software lives outside your practice management system, everything becomes slower, clunkier, and more error-prone.

TopsPay is built directly into the Tops platform, giving your staff instant access to all payment activity alongside patient records. That means:

• No switching between systems
• Fewer manual entry errors
• A faster checkout process for patients

It also supports one-time payments (like down payments or late fees) and gives your team the flexibility to accept credit, debit, ACH, and even insurance credit card payments in one place.

4. Secure, Compliant, and Error-Resistant Transactions

Payment processing comes with risks, especially when handling sensitive patient financial data. Any orthodontic practice needs to prioritize data security and compliance.

TopsPay is equipped to handle payment challenges securely and efficiently:

• Supports same-day voids for credit/debit transactions
• Enables ACH reversals for insufficient funds
• Provides full audit trails for payment transparency and legal compliance
• Keeps your team informed of all activity with real-time updates

Every transaction is logged and traceable, giving you peace of mind and protecting your orthodontic practice from financial and legal risk.

5. A Solution Built for Orthodontic Practices

Generic payment systems fall short in the specialized world of orthodontics. TopsPay was designed specifically for orthodontic practices, balancing clinical and financial needs.

From seamless recurring billing to automated follow-ups, TopsPay aligns with how your practice works every day. With the TopsPayPremier service, even complex issues like declined payments and expired cards are handled by the Tops team, saving your staff hours and reducing missed revenue.

Plus, with everything centralized inside the Tops orthodontic practice management system, your team gets a single, streamlined workflow that supports better patient care and practice profitability.

Your Orthodontic Practice Deserves More Than Basic Billing

Not all orthodontic payment software is created equal. When managing dozens (or hundreds) of patient payment plans, the difference between a basic processor and a fully integrated, orthodontics-focused system like TopsPay becomes crystal clear.

With TopsPay, you gain:

• Automated, flexible billing options
• Proactive alerts and patient follow-up tools
• Integrated one-time and recurring payment support
• Secure, traceable, and compliant transaction management
• A solution designed specifically for orthodontic practices

If your current system is wasting time, causing errors, or causing missing payments, it might be time to upgrade to software designed specifically for orthodontists.

Ready to modernize your payment process?

Schedule a demo of TopsPay and discover how effortless billing can be.