With Instinct Payments, payout reconciliation verifies that the transaction volume associated with a specific bank payout matches the transaction data recorded in Instinct Analytics. By comparing the Volume reported in the Instinct Payments Portal with transaction data from the Transactions Overview dashboard, you can confirm your payout records are accurate.
Before you begin
Review Instinct Payments: Reconciliation Overview to understand your funding schedule (T+1 or T+2), your practice's void window, and how to determine the correct settled date for a payout batch.
Before starting, ensure you have access to:
The Instinct Payments Portal at payments.instinctvet.com
Your payout deposit date and corresponding settled date
Instinct Analytics via Instinct EMR
Microsoft Excel or an equivalent spreadsheet application
Understand Volume vs. Payout
Before reconciling a payout, it is important to understand the difference between Volume and Payout.
Volume: The gross total of credit and debit card transactions processed during the settlement period.
Payout: The amount deposited into your bank account after processing fees have been deducted.
Important: Always reconcile against Volume, not Payout. |
Locate the payout volume in the Payments Portal
Navigate to payments.instinctvet.com and sign in to the Instinct Payments Portal.
From the left navigation menu, click Finance → Payouts.
Find the payout you want to reconcile and record its Volume amount. This value represents the gross total of credit and debit card transactions processed during that settlement period, before fees were deducted.
To view the individual transactions in a payout, click the three-dot menu on the payout row and select View Details.
Export matching transaction data from Instinct Analytics
In Instinct EMR, navigate to Analytics → Dashboards and select Transactions Overview.
Click the Transaction Details tab.
Remove the default Transaction Date filter by clicking the X next to it.
Click the Settled Date filter, enter the settlement date for the payout you are reconciling, and then apply the filter.
Click the Payment Method filter, select Credit/Debit Card, and click Add Filter.
Click the three-dot menu in the upper-right corner of the Transaction Details table, select Download Results, choose .csv, and download the file.
Note: Payout reconciliation must be performed using Settled Date, not Transaction Date. |
Calculate net volume in Excel
Open the exported CSV file in Excel. Select the header row and apply a filter using Data → Filter or Home → Sort & Filter → Filter.
In the Transaction Type column, select payment only and click OK. Highlight the Amount column and record the sum at the bottom of the Excel window as your total payments.
Return to the Transaction Type filter, switch to refund only, and click OK. Highlight the Amount column again and record the sum as your total refunds.
Calculate your net volume: Net Volume = Total Payments - Total Refunds.
Compare this net volume to the Volume amount you recorded from the Payments Portal. The two values should match.
If they match, your payout reconciliation is complete.
Troubleshoot mismatched totals
If your calculated Net Volume does not match the Volume reported in the Payments Portal, review the following:
Confirm you are using the correct Settled Date for the payout.
Verify that the settled date aligns with your practice's funding schedule (T+1 or T+2).
Check whether transactions processed near your batch cutoff time rolled into an adjacent settlement day.
For weekend deposits, confirm your settled date range includes Friday, Saturday, and Sunday when appropriate.
Verify that the Payment Method filter is set to Credit/Debit Card only.
For additional guidance, review Instinct Payments: Reconciliation Overview. If the discrepancy remains after completing these checks, contact the Instinct Payments team for assistance.
Still need help?
Contact support via live chat or email [email protected].