Invoice Data Extraction for
Medical Practices
Medical practices receive invoices from a wide range of vendors — medical suppliers, labs, equipment vendors, cleaning services, and more. SkipEntry extracts data from all of them without templates, so your bookkeeper spends less time typing and more time closing.
No credit card required.
The medical practice AP problem
A mid-sized medical practice can work with 20–30 different vendors in a month. A McKesson medical supply invoice alone can have 50+ line items, each with its own item code and contract pricing. Multiply that across lab bills, equipment maintenance, cleaning services, and office supplies — and accounts payable becomes a significant weekly burden.
Template-based OCR tools require setup for every vendor, and break when a vendor changes their invoice format. Most practice managers and bookkeepers end up entering invoices by hand or capturing only totals — losing the line-item detail needed for accurate cost tracking.
SkipEntry uses AI vision to read invoices the way a human would — no templates, no per-vendor configuration. It handles the full range of vendor formats a medical practice encounters, including scanned paper invoices from smaller regional suppliers.
Invoice types SkipEntry handles
Any vendor, any format. No templates to configure.
Medical supply invoices
McKesson, Cardinal Health, Henry Schein, and regional distributors send invoices with dozens of line items — item codes, quantities, and unit prices for every SKU.
Lab and reference lab bills
Lab service invoices from reference labs and diagnostic vendors, often itemized by test type or specimen batch with contract pricing.
Equipment maintenance invoices
Service contracts and repair invoices for diagnostic equipment, sterilization units, and other medical devices — often multi-page with parts and labor detail.
Cleaning and janitorial services
Medical-grade cleaning services with recurring monthly invoices — simple format but need to be coded correctly for compliance.
Office and administrative supplies
Standard office supply invoices from vendors like Staples or Amazon Business — same as any business, but need to land in the right cost center.
Scanned paper invoices from smaller vendors
Smaller regional vendors and specialty suppliers often mail paper invoices. SkipEntry handles scanned PDFs with the same accuracy as digital originals.
Key extraction fields for medical practices
Standard invoice fields plus healthcare-specific data points for internal cost allocation.
| Field | Why it matters |
|---|---|
| Vendor name | Match to existing vendor record in QBO/Xero |
| Invoice date and due date | AP aging and payment scheduling |
| Invoice number | Duplicate detection and record matching |
| Line item codes and descriptions | Supply cost tracking by category |
| Quantities and unit prices | Unit economics and price variance detection |
| Cost center or department code | Allocate costs across departments or providers |
Cost center and department tracking
Multi-provider practices often need to allocate costs by department — primary care vs. specialty, or by individual provider. SkipEntry custom fields can extract cost center codes or department identifiers that appear on vendor invoices, so expenses land in the right bucket without manual re-coding after import.
This is especially useful for practices with multiple locations or those tracking supply costs per department for budgeting and insurance cost reporting.
Department code extraction
Pull department or cost center codes from vendor invoices for automatic GL routing — no manual re-coding after import.
Multi-location support
Extract location identifiers from invoices to allocate costs across multiple practice locations within a single QBO or Xero account.
A note on HIPAA
Vendor invoices processed through SkipEntry contain standard business information — vendor names, amounts, dates, item descriptions, and payment terms. This data is not Protected Health Information (PHI) under HIPAA. Invoice data entry and AP automation does not involve patient records, clinical data, or individually identifiable health information.
SkipEntry is appropriate for processing medical practice vendor invoices. If you have questions about your specific compliance requirements, consult your practice's compliance officer.
Exports directly to QBO and Xero
SkipEntry exports in import-ready formats for QuickBooks Online and Xero. Medical practices using QBO for practice accounting can map extracted cost center codes to class or location fields for accurate departmental cost reporting.
Related reading
- Invoice Processing Software Guide— How to evaluate and choose invoice processing software for your practice.
- Accounts Payable Automation— A guide to automating the full AP workflow, from receipt to payment.