Best Collections Software for Medical and Dental Supply Distributors (2026)

Disclosure: Abivo is our product. Facts about other tools come from their own websites as of October 2026.

The short answer: If you distribute medical or dental supplies to clinics and the long tail of small clinic accounts is where cash sits, Abivo takes that follow-up: its AI agent, Kate, calls, texts and emails customers about overdue invoices in your company's name and hands backorder, pricing and short pay disputes to your team with the full history. If you want one platform for invoicing, payments, collections and cash application, look at Billtrust. If you are a larger, multi-site distributor wanting credit and collections management in one suite, look at Esker. If you want clinics paying through a portal with automated reminders, look at Paystand. If you would rather hand off credit risk on clinic terms, look at Resolve.

Medical and dental supply AR looks different from most distribution. Clinics, labs and dental offices reorder consumables every week or two, so one customer can have a dozen small open invoices that get paid in batches. The person who orders is usually clinical or office staff, and the person who pays is a practice manager, an outside bookkeeper or a central office for a clinic group. Backorders split one order into several invoices, and many customers wait for the full order before paying any of it. Contract or group pricing that does not match the invoice, returns, expired product credits and damaged items all create short pays. We go deeper in our guide to collections software for medical supply distributors.

Comparison table

Abivo

Abivo is AI collections software that works on top of the accounting system you already use. Kate, its AI agent, calls, texts and emails customers about overdue invoices in your company's name. One message can cover every open invoice on an account, which suits a dental office that owes on ten small reorders. Reminders name the invoice details your customer needs, such as the PO and site, so a central office can match an invoice to the right clinic or facility.

Kate records promises to pay, disputes and next steps. When a clinic says it is waiting for a backordered item, or that the price does not match its contract, Kate hands it to your AR team with the full history, and you can pause that single invoice while the credit or rebill is sorted out. You set the cadence per account or segment, so single clinics, clinic groups, long-term care operators and dealers can each get different treatment, and you can flag key accounts so a named owner handles them. Multi-entity distributors keep each subsidiary separate. Abivo works with customers in over 50 countries and in any currency.

Abivo connects with QuickBooks, Xero, NetSuite, Sage Intacct, Microsoft Dynamics 365 Business Central, SAP and Chargebee, or an aging report export. See the NetSuite page for one example. It does not replace your ERP, invoicing, payment processing or cash application. OFS Group, a fire protection contractor, collected $842,518 in its first four months with Abivo (case study). For how the calls work, read about AI collections calls.

Choose it when: your credit team focuses on large accounts, small clinic balances go uncalled, and you want short pay and backorder disputes routed to a person instead of left to age.

Billtrust

Billtrust has a dedicated medical industry page and says its platform "spans the order-to-cash process," covering invoicing, payments, collections, credit and cash application. The medical page describes automated workflows for chasing unpaid or aged balances. Its customer examples include Ossur, a prosthetics company, which used invoicing automation, payments and a customer-facing portal; Ambu, a medical equipment manufacturer, on cash application match rates; and Natus, a medical equipment provider, on payment processing time.

Choose it when: you are a larger medical manufacturer or distributor that wants invoicing, payments, collections and cash application on one platform, and you can run a broader implementation.

Esker

Esker describes its AR software as combining "Esker Synergy AI and intuitive collaboration tools," with AI-driven predictions and risk analysis to prioritize collections. Its site says the product supports multiple languages, sites and currencies. Esker publishes a customer story with Zimmer Biomet's India subsidiary, where the finance controller says "dunning letters now go out automatically," and a press release on AAH Pharmaceuticals, which it describes as a UK wholesaler and distributor of pharmaceutical and healthcare products, automating credit and collections management with Esker.

Choose it when: you are a large distributor or medical technology company with many sites, high invoice volume and a plan to automate credit, collections and cash application together.

Paystand

Paystand's healthcare page describes "payment solutions for medical suppliers and healthcare businesses," with a portal that takes ACH, credit and debit payments and real-time reconciliation. Its collections automation page describes automated invoice reminders with payment links, follow-ups based on payment status, and rules-based escalations. Its site includes a case study on a ventilator and respiratory device maker for which Paystand set up a digital payment portal.

Choose it when: clinics pay slowly because paying is awkward, and you want a portal, reminders and reconciliation on one network.

Resolve

Resolve publishes content for dental equipment and supply distributors and says it helps them "manage net terms, invoicing, collections, and payment workflows." Its site describes AI-powered credit decisions for qualified buyers, advances on approved invoices, and automated payment reminders and collections support. It positions itself as "a credit and AR team on tap."

Choose it when: you want to offer clinics and practices net terms without carrying the credit risk or building a collections team yourself.

How to choose

Start with your aging report. Sort it by account size and count how many accounts sit under a few thousand dollars. For most medical and dental distributors, that long tail of clinic and lab accounts holds a large share of overdue balances and gets the least attention. Then check each tool against your real workflow:

• Many small reorders: Can one message cover every open invoice on an account, so a clinic gets one clear reminder instead of ten?

• Orderer versus payer: Do reminders reach the practice manager, bookkeeper or central office, not just the person who placed the order?

• Multi-site customers: Can reminders name the site and PO so a clinic group or long-term care operator can match each invoice to the right building?

• Backorders and split shipments: When a customer is waiting for the rest of an order, can you pause one invoice and keep following up on the others?

• Contract pricing and short pays: Pricing mismatches, returns, expired product credits and damaged items need a person. Does the dispute reach your team with the history? See our guides to customer deductions and short payments and resolving invoice disputes.

• Dealers and capital equipment: Large equipment orders can stall on installation or several approvers. Can you flag those accounts for a named owner?

• Supplier portals: Some larger operators only pay invoices submitted through their portal. Who fixes rejections?

• Credit holds: Know when an account goes on hold and who releases it. Our credit hold policy guide covers the basics.

If you sell across many distribution categories, our roundup of collections software for wholesale distributors covers more options.

To see how Abivo would handle your own accounts, book a 30-minute demo on your own aging report.

Frequently Asked Questions

What is the best collections software for a medical supply distributor?

If your problem is many small clinic accounts that nobody has time to call, Abivo's AI agent calls, texts and emails customers in your company's name and routes disputes to your team. Billtrust and Esker suit larger distributors wanting a full order-to-cash platform. Paystand focuses on portal payments, and Resolve on net terms and credit risk.

How do dental supply distributors get clinics to pay on time?

Make invoices easy to match, follow up on a steady cadence, and send disputes to a person quickly. Reminders should name the PO and site and cover every open invoice at once. Abivo's Kate does this by phone, text and email and records promises to pay.

How should distributors handle short pays from clinics?

Pause the short paid invoice, send the dispute to someone who can check the contract price, return or credit, and keep following up on everything else. Abivo hands disputes to your AR team with the full history.

Can AI call clinics about overdue supply invoices?

Yes. Abivo's AI agent, Kate, calls, texts and emails customers about overdue invoices in your company's name, records promises to pay and disputes, and hands requests to speak with a person to your team.

Does Abivo replace our ERP or payment processor?

No. Abivo connects with QuickBooks, Xero, NetSuite, Sage Intacct, Microsoft Dynamics 365 Business Central, SAP and Chargebee, or an aging report export. It does not replace your ERP, invoicing, payment processing or cash application.