With Instinct Payments, an end-of-day check verifies that your daily payment, refund, and void totals in Instinct Analytics match the transactions recorded in the Payments Portal using the Transaction Summary Report. Run this check at the end of each business day to identify discrepancies early and maintain accurate reporting.
Before you begin
Review Instinct Payments: Reconciliation Overview to understand how your practice's void window affects transaction timing and reporting.
Before starting, ensure you have access to:
The Instinct Payments Portal at payments.instinctvet.com
Instinct Analytics via Instinct EMR
Microsoft Excel or an equivalent spreadsheet application
Important: For this comparison to be accurate, the date and time range in the Payments Portal must exactly match the reporting period in Instinct Analytics. For a standard end-of-day check, use 12:00 AM through 11:59 PM in both systems. |
Record totals from the Payments Portal
Navigate to payments.instinctvet.com and sign in to the Instinct Payments Portal.
From the Dashboard, click the date and time range selector in the upper-right corner.
Set the Start Date to the day you want to verify at 12:00 AM and the End Date to the same day at 11:59 PM, then click Apply.
Once the dashboard refreshes, record the totals displayed for Payments, Refunds/Voids, and Chargebacks.
You will compare these totals with the Instinct Analytics report totals in the next section.
Generate a matching Transaction Summary Report
In Instinct EMR, navigate to Analytics → Reports.
Find and select the Transaction Summary report.
Locate a report that covers the same date and time range used in the Payments Portal. If one exists, open it. If not, click Generate New Report and enter the same start and end date and time range.
When the report opens in Excel, click Enable Editing if prompted.
Select the Transaction Summary tab at the bottom of the workbook.
Tip: The Transaction Summary report can run daily from 12:00 AM to 11:59 PM. If you need to verify the current day or a custom timeframe, generate the report on demand in Instinct Analytics using the exact reporting period you need. |
Filter and compare the results
Select the header row of the report and apply a filter using Data → Filter or Home → Sort & Filter → Filter.
In the Transaction Method column, open the filter drop-down, clear all selections, select Credit/Debit only, and click OK. This isolates the transactions that should match the Payments Portal totals.
Highlight the Total Paid Amount column and review the sum at the bottom of the Excel window. Compare this total with the Payments amount recorded in the Payments Portal dashboard.
Highlight the Total Refunded Amount and Total Voided Amount columns and review the combined sum. Compare this total to the Refunds/Voids amount shown on the Payments Portal dashboard.
If both totals match the figures from the Payments Portal, your end-of-day check is complete.
Troubleshoot mismatched totals
If the totals do not match:
Verify that the date and time ranges are identical in both systems. This is the most common source of discrepancies.
Confirm that the Transaction Summary report was filtered to Credit/Debit transactions only.
Review any transactions processed near your practice's batch cutoff time. Transactions near the cutoff may settle differently based on your void window settings.
Review Instinct Payments: Reconciliation Overview for additional guidance.
If the discrepancy remains after these checks, contact the Instinct Payments team for assistance.
Still need help?
Contact support via live chat or email [email protected].