In Instinct Payments, reconciliation confirms that the payment activity recorded in Instinct Analytics matches the deposits and totals shown in the Payments Portal. This guide explains the key concepts behind reconciliation and helps you identify which process to use depending on what you are trying to verify. Step-by-step instructions for each process are covered in separate articles linked throughout this guide.
Understand your void window
When a client makes a payment at your practice, the transaction enters a short period during which it can still be voided before it is captured and settled. This is called the void window.
Instinct Payments configures the void window for your practice. It can be set between 0 and 2 hours. See Instinct Payments: Payment Capture Window for more details.
Note: Not all practices have a void window. If your void window is set to 0 hours, payments capture and settle immediately, and batch timing is not affected by a void window. |
Batch cutoffs
The batch cutoff is the time each day's settlement batch closes. By default, the batch cutoff is 12:00 AM local time, but it can be configured to any time between 12:00 AM and 7:00 AM local time.
A payment captures and settles once its void window expires. If your practice has a void window configured, whether a payment settles the same day or moves to the next day's batch depends on when the void window expires compared to the batch cutoff.
If the void window expires before the batch cutoff, the payment settles in that day's batch.
If the batch closes before the void window expires, the payment settles in the next day's batch.
Example: Your practice has a 2-hour void window and a 12:00 AM batch cutoff. A client pays at 11:30 PM on Tuesday. The void window expires at 1:30 AM on Wednesday, after the Tuesday batch closes. The payment settles on Wednesday and appears in Wednesday's batch, not Tuesday's. Funds are then disbursed according to your practice's funding schedule. |
If you are unsure of your void window length or batch cutoff time, contact the Instinct Payments team.
Transaction Date vs. Settled Date
The Transaction Date and Settled Date are not always the same. Using the wrong date is one of the most common causes of reconciliation mismatches.
Transaction Date: The date and time the payment was initiated at your practice. Use this filter when verifying same-day payments and refunds.
Settled Date: The date the payment was captured and included in a settlement batch after the void window closed. Use this filter when reconciling payouts or bank deposits.
Payout schedules
Instinct Payments uses one of two funding schedules:
T+1: Your bank receives funds 1 business day after transactions settle.
T+2: Your bank receives funds 2 business days after transactions settle.
If you are unsure which funding schedule your practice uses, contact the Instinct Payments team.
Weekend bundling
Transactions made and settled on Friday, Saturday, and Sunday are combined into a single deposit. The day that the deposit arrives depends on your practice's T+1 or T+2 funding schedule.
When reconciling a weekend deposit, make sure your date range covers Friday through Sunday.
Refunds and reconciliation
Refunds do not have a void window. They settle immediately on the day they are processed and appear in that day's settlement batch.
Volume vs. Payout
Volume and Payout are different figures in the Payments Portal and should not be used interchangeably.
Volume: The gross total of card transactions processed during a settlement period.
Payout: The amount deposited into your bank account after processing fees are deducted.
When reconciling transaction data against Instinct Analytics, always compare against Volume, not Payout.
Which reconciliation process should I use?
Use the table below to determine which process applies to your task.
What you are trying to do | Tool to use | Article |
Verify that today's payments and refunds were recorded correctly | Transaction Summary Report matched to Portal Dashboard | Verify Daily Transactions with an End-of-Day Check |
Match a specific bank deposit to transaction data | Transactions Overview dashboard matched to Portal Payouts | Reconcile Your Payout Volume Against Instinct Analytics |
View or export fees and monthly statements | Payments Portal, Finance section | Access Fees and Export Financial Statements |
Calculate the correct settled date for payout reconciliation
To determine the correct settled date, start with the date your deposit was credited to your bank account. Count back by your T number in business days, skipping weekends and bank holidays.
T+1 example: Deposit received on Tuesday. Count back 1 business day. The settled date is Monday.
T+2 example: Deposit received on Thursday. Count back 2 business days. The settled date is Tuesday.
Weekend deposit example (T+2): A deposit received on Tuesday covers settlements on Friday, Saturday, and Sunday. Set your Settled Date filter to cover all three days.
If your numbers do not match
Before contacting support, review the following:
Confirm you are using the correct date filter: Transaction Date for same-day checks, Settled Date for payout reconciliation.
Confirm your date and time range is exact. Even a one-minute difference can cause a mismatch.
Check whether any transactions were processed near your batch cutoff time and may have rolled into a different day's batch.
For weekend deposits, confirm your date range covers Friday through Sunday.
Confirm you are comparing against Volume in the portal, not Payout.
If the discrepancy remains after reviewing these items, contact Instinct for assistance.
Still need help?
Contact support via live chat or email [email protected].