Where deposit timing breaks the daily round

Revenue Rounds editorial

Is the difference between payments and bank deposits explained by timing, fees or missing records?

Start with the source and period

Use the practice-system payment report, the processor’s settlement report and the bank statement for the same dates. Billed production, payment collection and settlement into the bank are separate events. QuickBooks report basis and posting dates can add another boundary. Document those definitions before comparing totals.

A worked synthetic example

Synthetic example: the practice records $12,000 of card payments on September 5. The processor settles $9,000 that day and the remaining $3,000 on September 8. Fees total $240, so the two bank deposits sum to $11,760. On September 5 alone, the $3,000 timing gap is not proof of missing revenue. After September 8, the $240 difference is explained by the stated fees if the settlement records agree.

Review steps

1. Choose whether the question concerns invoice production, customer payment or settled cash, and name the report that answers it.
2. Trace the affected batches through the processor report, including refunds, withheld amounts and fees.
3. Allow for weekends, cutoffs and the provider’s actual settlement rules; confirm dates with the provider instead of assuming a universal delay.
4. After the expected settlement date, investigate any remainder and give it an owner and a follow-up date.

Limits to keep visible

This is a manual reconciliation example, not a claim that Revenue Rounds connects to every bank or payment processor or matches every batch automatically. An A/R balance is outstanding receivables; it is not a processor-settlement balance. Source refresh must complete before a current-looking dashboard can be treated as up to date.

Bring this to the next review

Keep the batch identifier, source reports and explanation with your review record. Revisit the unresolved amount after the expected settlement and ask your bookkeeper how fees should be recorded.

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