--- title: "Bank & credit-card reconciliation for dental practices" description: "Bank & credit-card reconciliation for dental practices: bank and credit-card reconciliation for every account, every month — no unreconciled items older." url: https://ledgerbpo.com/industries/dental-practices/bank-reconciliation/ updated: 2026-09-11 publisher: LedgerBPO (SS Support Network LLC) language: en-US --- # Bank & credit-card reconciliation for dental practices Bank reconciliation for dental practices is where the day sheet finally meets the bank. Insurance EFTs arrive by plan, virtual-card payments arrive net of a processing fee, CareCredit and Sunbit payouts arrive net of the merchant discount and a day or two late, and terminal batches combine several patients. We reconcile operating, payroll and reserve accounts monthly, match each deposit to the day sheet or deposit slip in Dentrix, Open Dental or Eaglesoft, and post fees and discounts to their own accounts. - Since 2020 - US · UK · CA · AU - Named accountant plus backup - Your software, no lock-in [Book a billing audit](https://ledgerbpo.com/book-a-call/?topic=billing-audit) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Updated September 2026 ## How it runs for dental practices Supply and equipment credit cards are reconciled to receipts, payroll clearing is tied to the register, and anything unexplained is listed for you rather than plugged. ## What is a bank reconciliation service? A bank reconciliation service compares the transactions in your accounting software with the transactions on your bank and credit-card statements and explains every difference. The goal is a ledger balance that agrees with the statement after timing items such as outstanding checks and deposits in transit. Done monthly, it catches missing entries, duplicates, bank errors and fraud early. ## What we handle for dental practices - Match each deposit to the day sheet or deposit slip by date and payment type - Post virtual-card fees and financing merchant discounts separately from collections - Reconcile supply and equipment credit cards to receipts and packing slips - Tie payroll clearing to the Gusto or ADP register every pay period - List unexplained deposits or withdrawals with a suggested action each month ## The KPI that matters here Zero unreconciled items older than 30 days across operating, payroll and card accounts, with fees fully posted. ## Dental compliance notes ### HIPAA Dental claims, EOBs and patient ledgers are protected health information. We sign a BAA, staff are HIPAA-trained, access to your practice-management system is role-limited with MFA, and the accounting file carries batch totals and claim numbers rather than patient names. ### PPO and payer contracts Each PPO agreement sets the fee schedule, what can be billed to the patient, coordination-of-benefits rules and how overpayments are returned. We record adjustments according to the contract and keep the fee schedules current so underpayments can be identified and refunds are handled the way the contract requires. ### Patient credits and unclaimed property Prepaid treatment that is not completed and insurance payments that arrive after the patient paid create credit balances. We age them monthly and prepare refunds for your approval, because unrefunded credits may become reportable unclaimed property under state law after a dormancy period. ### Card data and patient financing Our agents never take or store card numbers; patients pay through your terminal, portal or financing partner. Financing payouts from CareCredit, Sunbit or similar programs are reconciled net of the merchant discount, and promotional-plan terms are recorded so the cost of financing is visible. ## Dental software we work in - [QuickBooks Online](https://ledgerbpo.com/software/quickbooks-online/) - [Gusto](https://ledgerbpo.com/software/gusto/) - [Bill.com](https://ledgerbpo.com/software/bill-com/) - [Square](https://ledgerbpo.com/software/square/) - Dentrix - Open Dental - Eaglesoft - Dentrix Ascend - [All 50 platforms](https://ledgerbpo.com/software/) ## More for dental practices Other services for dental - [Bookkeeping](https://ledgerbpo.com/industries/dental-practices/bookkeeping/) - [Invoicing and billing](https://ledgerbpo.com/industries/dental-practices/invoicing-and-billing/) - [Accounts receivable](https://ledgerbpo.com/industries/dental-practices/accounts-receivable/) - [Accounts payable](https://ledgerbpo.com/industries/dental-practices/accounts-payable/) - [Month-end close](https://ledgerbpo.com/industries/dental-practices/month-end-close/) - [Financial reporting](https://ledgerbpo.com/industries/dental-practices/financial-reporting/) - [All dental services](https://ledgerbpo.com/industries/dental-practices/) Bank reconciliation in other industries - [Marketing agencies & consultancies](https://ledgerbpo.com/industries/agencies/bank-reconciliation/) - [Auto repair shops & dealerships](https://ledgerbpo.com/industries/auto/bank-reconciliation/) - [Behavioral health practices](https://ledgerbpo.com/industries/behavioral-health/bank-reconciliation/) - [Daycares, schools & education](https://ledgerbpo.com/industries/childcare-education/bank-reconciliation/) - [The full bank reconciliation page](https://ledgerbpo.com/services/bank-reconciliation/) ## Frequently asked questions ### Why is the financing payout smaller than the treatment fee? Patient financing programs pay the practice the treatment amount less a merchant discount that depends on the promotional plan chosen, and they deposit a day or two after approval. We record the full fee against the patient's account, the discount to a financing-cost line, and match the net to the bank. Reporting the discount separately shows what financing really costs the practice. ### How do you handle insurer virtual-card payments? Some plans pay by virtual credit card rather than EFT, and running that card through your terminal costs a processing fee. The EOB shows the gross allowed amount while the bank shows the net. We post the gross to the claims, the fee to merchant expense, and match the net deposit. Many plans allow you to switch to EFT; that is your choice to make. ### What if the day sheet total and the deposit never agree? The most common causes are timing, since terminal batches settle the next day; fees, which the bank deducts but the day sheet does not show; and posting errors, such as a payment entered twice or on the wrong date. We separate the first two and list the third for the office manager so the practice-management ledger is corrected, not just the accounting file. Next step ## Books closed. Invoices paid. Every month. Tell us what is going on with your books or billing. You will hear from a named person within 1 business day, with a custom quote and a plan for the first close. - Reply from a named person within 1 business day - No setup fee, month-to-month - Your software, your data, no lock-in Start with a custom quote [Book a billing audit](https://ledgerbpo.com/book-a-call/?topic=billing-audit) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours. --- Source: https://ledgerbpo.com/industries/dental-practices/bank-reconciliation/ · Contact: https://ledgerbpo.com/contact/ · Full site map for agents: https://ledgerbpo.com/llms.txt