Question

How do I use the HotDoc Payments reporting tool to reconcile the payouts made from Stripe/Pin Payments into the clinic's or the practitioner's bank account?

Solution

The Payments > Reporting > Payouts section of the Dashboard shows a list of payouts and the (net) amount that has been transferred from the chosen payment provider to the nominated bank account. 

You can filter by date and account (practice or individual practitioner) and view the details of each payout to see which payments contributed towards a payout. 

Follow these steps below to see how to reconcile the payouts. 

How to reconcile the payouts with the bank account 

1. Log in to the HotDoc Dashboard and go to Payments > Reporting > Payouts
   
   
   
   
2. You can use the filters to edit the:
   • Date range: by selecting the start and end date on the calendar
     Please note: The default date range will be the last 7 days. If the payout frequency is greater than 7 days or you're unable to see all payouts, please adjust this filter. 
     
     
     
   • Payout to: Check the box next to the desired account (EG: Practice or practitioner if you have direct to practitioner payouts set up)
     
     
     
     
   • Bank reconciled: Select either Unreconciled or Reconciled to view the corresponding payouts. 
     
     
     
3. To view all payments and details that contributed towards a payout, click View Details next to a payout. 
   
   
   
   
4. Here you'll see all payments and refunds and details about the payout.
   You'll also see the type of payment that contributed to this payout, Eg. Bookings, Payment Requests, Repeats & Other.
   To view this payout in Stripe/Pin Payments, click View and you'll be redirected to their website.
   

   Important - Please note!  The sum of payments listed in the Payout Details may not be equal to the total Payout amount shown, as this can encompass other unrelated payments that you may use the payment provider account for, such as: Using the same Payment Provider account across multiple different practices  Using the same Payment Provider account for something unrelated to HotDoc

   
   
   
5. Check the associated bank statement to view the payout made to the clinic's or the practitioner's bank account 
   
   
6. Once you've checked and confirmed if this payout is in the appropriate bank account, go back to the Payouts section and check the box in the Bank Reconciled column to reconcile this.
   Please note: Once selected, this will remain checked so you can use this as a reference moving forward. 
   
   
   
   
7. Repeat these steps for any other payouts, or click Rest Filters and add new filters to reconcile different payouts.