--- title: "Payment processor & marketplace reconciliation for dental practices" description: "Payment processor & marketplace reconciliation for dental practices: merchant and marketplace reconciliation with A2X, Link My Books or Synder: payouts." url: https://ledgerbpo.com/industries/dental-practices/payment-processor-reconciliation/ updated: 2026-09-11 publisher: LedgerBPO (SS Support Network LLC) language: en-US --- # Payment processor & marketplace reconciliation for dental practices Stripe reconciliation for dental practices, and the equivalent work for Square, the terminal in your operatory, the portal in your practice-management system and financing partners like CareCredit and Sunbit, is about matching gross payments to net deposits. Every channel batches, deducts fees and settles on its own timing, and the day sheet shows none of that. - 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 Our ReconBot workflow pulls each processor's payout report, ties every payout to a bank deposit and to the payments on the day sheet it settles, posts fees, refunds and chargebacks to their own accounts, and reconciles each processor's balance to a clearing account at every close. Held or delayed payouts are flagged immediately. ## What is payment processor reconciliation? Payment processor reconciliation is the work of proving that the money a processor or marketplace deposits equals your gross sales less its fees, refunds, chargebacks, reserves and adjustments for the same settlement period. Each payout is broken into its parts and posted so revenue, fees and sales tax are correct and the bank deposit matches to the cent. ## What we handle for dental practices - Match each processor and financing payout to a bank deposit and the day-sheet payments it settles - Reconcile operatory and front-desk terminal batches to the daily deposit slip - Post processing fees, merchant discounts, refunds and chargebacks separately - Flag held, delayed or reversed payouts before they distort collections - Reconcile every processor balance to a ledger clearing account at each close ## The KPI that matters here All processor and financing payouts matched to deposits and day-sheet payments within two business days, with fees posted separately. ## 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/) - [Bank reconciliation](https://ledgerbpo.com/industries/dental-practices/bank-reconciliation/) - [Month-end close](https://ledgerbpo.com/industries/dental-practices/month-end-close/) - [All dental services](https://ledgerbpo.com/industries/dental-practices/) Payment processor reconciliation in other industries - [Marketing agencies & consultancies](https://ledgerbpo.com/industries/agencies/payment-processor-reconciliation/) - [Auto repair shops & dealerships](https://ledgerbpo.com/industries/auto/payment-processor-reconciliation/) - [Behavioral health practices](https://ledgerbpo.com/industries/behavioral-health/payment-processor-reconciliation/) - [Daycares, schools & education](https://ledgerbpo.com/industries/childcare-education/payment-processor-reconciliation/) - [The full payment processor reconciliation page](https://ledgerbpo.com/services/payment-processor-reconciliation/) ## Frequently asked questions ### Why do we have so many small unexplained deposits? Each processor settles separately, usually a day or two after the payment, and combines several patients into one net deposit after fees. Two terminals, a portal and a financing partner therefore produce four or five deposits a day that never match a single patient. Reconciling from the payout reports rather than the bank feed makes each deposit traceable to the day sheet. ### How do you handle a patient chargeback? The disputed amount is recorded against the patient's account, the dispute fee is posted, and we assemble the signed treatment plan, financial arrangement and ledger history you would need to respond. Responding is your decision. If the dispute is lost, the balance returns to the patient aging with a note; if won, the reversal is matched when the processor returns the funds. ### Can you reconcile the processor built into our practice-management software? Yes. Integrated processors post payments to the patient ledger automatically, which is convenient, but the payout to the bank is still net of fees and on the processor's schedule. We reconcile the integrated payment report to the payout, the payout to the bank, and post the fees, so the ledger, the processor and the bank all agree each month. 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/payment-processor-reconciliation/ · Contact: https://ledgerbpo.com/contact/ · Full site map for agents: https://ledgerbpo.com/llms.txt