Practice by Numbers uses an automatic balance top-up process to ensure uninterrupted payment processing, refunds, and payouts for your practice.
When a top-up occurs, funds are withdrawn from the practice’s linked bank account and applied to the practice’s PbN balance account. Patient payments are not used for this process.
If a balance becomes negative, certain payment-related actions may be temporarily paused until the balance is restored.
Why Balance Account Top-Ups Exist
Balance account top-ups are designed to:
Prevent extended negative balances
Ensure refunds and payouts can continue without disruption
Reduce delays caused by insufficient account funds
Automatic top-ups help maintain smooth payment operations without requiring manual action from the practice.
Automatic Scheduled Top-Up
When does it happen?
Automatic top-ups run every Friday at 11:50 PM PST.
Where does the top-up money come from?
Important: Top-up funds are withdrawn from the practice’s linked bank account on file in Payments Settings. Patient payments, credit cards, and debit cards are not used for balance top-ups.
How is the top-up amount calculated?
The system checks your PbN balance at the scheduled time
If a negative balance exists, the exact amount needed to bring the balance to $0 is initiated
The system does not overfund or partially fund the balance
What happens during the top-up process?
The required amount is withdrawn from the practice’s linked bank account
Processing typically takes 2–3 business days, depending on bank clearing times
While the transaction is processing, additional top-up requests are temporarily disabled
Once completed, the balance updates automatically
The practice owner and admin will receive an email and an in-app notification located in the Action section of the home page confirming whether the top-up was successful or failed.
Transaction Fee
Important: Each balance top-up incurs a $0.18 transaction fee to cover bank processing costs. This fee is withdrawn from the practice’s linked bank account along with the top-up amount.
Example Scenario
A practice’s PbN balance shows -$100.00 on Friday evening
A withdrawal of $100.18 is initiated from the practice’s linked bank account
The PbN balance is restored to $0.00 once processing completes
A confirmation email and notification are sent to the practice
Notifications & Alerts
Top-up success and failure notifications are sent to:
The Practice Owner
Admin users (based on notification settings)
Important Notes
Balance top-ups are always funded by the practice’s linked bank account
Patient payments are never used for balance top-ups
Refunds and payouts may be temporarily paused while a balance is negative
No manual action is required for scheduled top-ups
Frequently Asked Questions
Will patient payments ever be used to top up balances?
No. Balance top-ups are always funded by the practice’s linked bank account.
What happens if a top-up fails?
If a top-up fails, you’ll receive a notification so the issue can be addressed. Payment-related actions may remain paused until the balance is restored.
Will I be notified every time a top-up happens?
Yes. You’ll receive both an email and a notification in the Action section of the home page for successful and failed top-ups.