Payments Reporting

To get started with viewing data around payments, navigate to Reporting on the left hand menu and then click on Payments. 

Transaction Reporting 

Quick View: Reporting within the payments tab provides information on all transactions received through Flow. To choose what data is visible, choose what columns are displayed by clicking on the Show button. Then, choose if that information is coming from Complete or Incomplete transactions, or All. Transactions will show a payment write-back status showing if the payment was successful or not, to learn more about payment write-back statuses, click here. 

Complete shows transactions with completed payments, disputes, and refunds.

Incomplete shows transactions that were invoiced with no payment received or cancelled.

All shows completed and incomplete transactions performed.

Disbursements show how much money is being deposited into the clinic’s bank.

Additional Options: The Show button changes the view and determines which columns are shown in Flow reporting, the saved or printed PDF report, and in the downloaded CSV file. The Print button allows for saving and printing of a PDF copy of the payments report. Download CSV file will generate a text file that has a specific format which allows data to be saved in a table structured format

Terminal Data: Individual terminal data can be narrowed down by choosing Terminal Name and finding the desired terminal. 

Disbursements

Disbursements refer to the process of distributing and paying out funds into the clinic's bank account. For proper record-keeping, the clinic's team can compare the disbursement records with the corresponding entries in their bank accounts right from the 'Disbursements' tab on our payment report, which shows all completed and pending disbursements. This reconciliation helps ensure that the amounts deposited into the clinic's bank account match the recorded disbursements, allowing for accurate financial tracking and alignment of the money coming into the clinic. 

The standard disbursement schedule for payouts from Stripe is usually 48-hours with the exception of weekends. For example, payments taken on Monday will hit the clinic's account on Wednesday, and so on:

• Tuesday transactions -> Thursday disbursement
• Wednesday transactions -> Friday disbursement
• Thursday transactions -> Monday disbursement
• Friday transactions -> Tuesday disbursement

If your clinic has a special arrangement with us related to adjusted transaction batch times or end of day controls, your disbursements have an additional processing time, and your payouts are on a 3-to-5-day schedule instead of the 2-day schedule outlined above.

Issuing Refunds

A refund can be issued through the the payments reporting tab by finding the transaction in question, clicking the three vertical dots in the Actions tab, and then choosing Issue Refund.

Once the popup appears - choose the reason for refund, the amount to be refunded, and enter user initials prior to clicking Issue Refund. If the transaction included a Client Service Fee - this fee will be adjusted once the refund amount is applied and be reflected in the new total.

💡The client will receive an email and text message with the notification that they have been issued a refund in the dollar amount set.