1. Set a Consistent Cut-Off Time
Define a daily cut-off time for recording payments in your PMS.
Payments received after the cut-off should be recorded in the next business day’s batch.
Aligning cut-off times ensures your records are time-bound and accurate.
Tip: Set the same cut-off across your payment processor and PMS to avoid discrepancies.
2. Use Batch Processing
Enable daily batch processing with your payment processor to group transactions.
Batching streamlines reconciliation by consolidating daily payments into one report.
Ensure your batch closing time matches your PMS cut-off time for consistency.
3. Reconcile Daily
Reconcile payment records at the end of each business day to maintain accuracy.
Compare totals in your PMS against reports from your payment processor or PbN Payments.
Record any after-hours payments in the following day’s batch.
Bonus: Daily reconciliation keeps small errors from snowballing into major issues.
4. Export the Payments Page
In Practice by Numbers, you can export the Payments page to streamline reconciliation.
Use filters to sort by date range, payment method, status, or provider before exporting.
Exported files can be used to cross-reference with batch reports from your payment processor or PMS.
Tip: Exporting simplifies your ability to match and identify discrepancies quickly in Excel or Google Sheets.
5. Maintain Clear Records
Keep well-organized logs for each batch and transaction.
Use labeled folders or PMS notes for easy reference.
Flag any mismatches and note the reason for future resolution.
6. Automate Where Possible
Take advantage of integrations between PbN Payments and your PMS to automate data sync.
Automated reconciliation reduces manual entry, minimizes human error, and saves time.
Tools like Stripe or PbN’s built-in sync features ensure smooth, real-time updates.
7. Establish Discrepancy Protocols
Create internal procedures to identify and resolve discrepancies.
Include steps for reviewing transaction IDs, timestamps, and staff notes.
Assign responsibility for resolving flagged payments and keeping records updated.
8. Retain Audit Trails
Ensure your systems (PMS or PbN) log an audit trail of all payment activity.
This allows your team to trace every transaction back to its source when issues arise.
Audit logs also help with tax preparation, chargeback disputes, or compliance audits.
9. Train Staff Consistently
Educate your team on the importance of reconciliation and how to perform it.
Include this training during onboarding and revisit it during regular check-ins.
Standardized processes lead to fewer errors and greater accountability.
10. Prioritize Payment Security
Protect sensitive financial data with robust security protocols.
Restrict access to payment systems to authorized personnel only.
Ensure all systems use encryption and follow industry-standard security practices.
How This Streamlines Workflows in PbN and Your PMS
Following these practices creates harmony between your PMS and Practice by Numbers platform:
Faster Month-End Close: With clean, reconciled daily records, end-of-month reports take less time.
Less Back-and-Forth: Automated syncing between PbN and your PMS means fewer manual updates.
Improved Accuracy: Reduces the likelihood of double payments, missed charges, or incorrect balances.
Easier Refunds & Audits: Clear records make processing patient refunds or reviewing account history simpler.
Team Alignment: Everyone—from front desk to accounting—is working from the same accurate source of truth.
By committing to regular, accurate reconciliation, your practice can save hours of administrative time, reduce costly errors, and operate with confidence. Let PbN and your PMS do the heavy lifting—just make sure the foundation is solid.