Question

How do I view payments reporting in the HotDoc Dashboard? 

Solution

The Payments Reporting section of the Dashboard can assist you in reconciling your all your payments that you use HotDoc for. Here you can view your Payment Activity, Payouts and optionally generate a CSV of your filtered query.

Please see below for an overview of each and further resources to assist you in reconciling. 

• Payment Activity section
• Payouts section

Payment Activity section

• Payments > Reporting > Payment Activity section
  
  
  
  
  • This section allows you to reconcile your HotDoc payments with your receipts in your Practice Management System (PMS). We recommend generating a report of your receipts from your practice software, and once you have reconciled all payments to tick the reconciled box in the Dashboard. 
    
    
  • Includes all paid and refunded transactions for all payments, and allows you to view by All Payments, Bookings, Payment Requests or Repeats if you require a more granular view for reconciling. 
    
    • Under Repeats, you can view which payments had an invoice automatically created and receipted (Best Practice only)
      
    • By default, you will see all patients charged within the last 7 days, alongside the subtotal charged, fees and net generated from these payments. 
      
      
  • You can use filters to view specific information or more granular results, such as appointment date and time, practitioner, payment status, and whether the payments have been reconciled or not. 
    
    
  • You can view the subtotal amounts of your payments, for your filtered activity such as:
    • Subtotal charged (gross amount & amount the patient pays)
    • Subtotal fees (total fees from payments)
    • Subtotal net (amount you receive for each payment)
      
      
  • You can also generate a CSV. report of your filtered payment activity if required. To do this, see How do I generate a CSV of my Payments Report?   
    
    

    For more resources please see:

    How do I use HotDoc payments to reconcile my receipts in my Practice Management Software?

    
    
    

Payouts section

• Payments > Reporting > Payouts section
  
  
  
  
  • For more information on how to reconcile your payouts, please see How do I use Payments Reporting to reconcile payouts to my bank account?
    
  • Allows you to reconcile your payments made from your payment provider (EG: Stripe or Pin Payments) into your bank account. Payout frequency is dependent on your payment provider settings. 
    
    
  • If you have set filters in the Payment Activity section, this will apply to the payouts area. 
    
    
  • Payouts are made up of the payments from Bookings, Payment Requests, Repeats & 'Other'. 'Other' refers to unrelated payments that you may use your payment provider account for, such as if you use your Payment Provider account across multiple different practices or something unrelated to HotDoc. 
    
    
  • Clicking 'View Details' allows you to see which patient's payment/transaction contributed towards a payout.