Overview

The Payments Report in Flow helps clinics understand how client payments translate into the payouts deposited into their bank account.

Some transactions such as refunds or payment disputes can affect the final payout amount. To improve transparency and make reconciliation easier, the report includes clearer visibility into these transactions.

This guide explains:

• What Adjustments are

• How dispute transactions appear in the report

• How these transactions affect payouts in the Disbursements tab

What Are Adjustments?

Adjustments represent transactions that remove funds from your clinic’s account.

These may include:

• Refunds issued to clients

• Dispute withdrawals

• Fees related to disputes

Adjustments appear in the Transactions tab and are summarized in the totals section so you can easily track all negative transactions in one place.

This makes it easier to reconcile daily revenue and understand why a payout amount may differ from total payments collected.

How Disputes Appear in the Payments Report

When a client files a dispute you will see a warning in the Disputes Tab where you can also respond to it and provide the necessary evidence. Check Handling Payment Disputes in Flow to know more about how to respond to DIsputes.

Once the dispute is finalized:

• The disputed amount and/or related fees will appear as a transaction entry in the Transactions tab.

• This entry allows you to clearly see how the dispute affected your account balance and payouts.

Possible outcomes include:

1. You Win - Only transaction and dispute fees are charged to your account.
2. You Lose - The customer keeps the refunded amount and the transaction and dispute fees are charged.
3. The Dispute Is Withdrawn - The bank closes the dispute if the customer cancels their claim.

Regardless of the outcome, the related transactions will appear in your Payments Report to reflect the financial impact.

Viewing Adjustments in the Transactions Tab

To review adjustments:

1. Navigate to Reports → Payments

2. Open the Transactions tab

3. Use filters if needed to locate refunds or dispute-related transactions

You can identify adjustments by:

• Transaction Type > Refunds or Disputes

These transactions are included in the Adjustments total so you can quickly understand how much was deducted from your clinic’s balance.

Understanding Payouts in the Disbursements Tab

The Disbursements tab shows the payouts transferred to your clinic’s bank account.

Each payout includes a summary of the transactions that contributed to that payout, such as:

• Client payments

• Transaction fees

• Refunds

• Disputes or adjustments

If a payout includes irregular transactions (for example disputes or refunds), the report will display a warning indicator to help explain why the payout amount may differ from expected daily totals.

This summary helps clinics reconcile:

Payments collected – Fees – Adjustments = Final payout amount

Tips for Easier End-of-Day Reconciliation

To reconcile your payments:

1. Review Payments collected in the Transactions tab

2. Check the Adjustments total for refunds or disputes

3. Compare with the Disbursement summary to see the final payout amount

This process helps explain any differences between:

• Client payments received

• Funds deposited into your bank account

Need Help?

If you notice discrepancies between payments and payouts, reviewing the Transactions and Disbursements tabs together will usually clarify the difference.

If you still need assistance, please contact Otto Support and include:

• The payout date

• The transaction or invoice number

• Screenshots of the Payments Report