--- title: "Cash application & remittance posting for dme & hme suppliers" description: "Cash application & remittance posting for dme & hme suppliers: cash application outsourcing: ACH, lockbox, card and ERA payments matched to invoices with." url: https://ledgerbpo.com/industries/dme/cash-application/ updated: 2026-09-11 publisher: LedgerBPO (SS Support Network LLC) language: en-US --- # Cash application & remittance posting for dme & hme suppliers Cash application for DME & HME suppliers has two layers. Inside Brightree or Bonafide, remittance advices are applied to claims by your billing team, often automatically from 835 files. In the ledger, LedgerBPO makes sure every applied batch equals a real deposit, that patient portal and card payments are applied to the right patient balance, that unapplied cash is cleared, and that recoupments, take-backs and interest payments are recorded where they belong. - 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 DME and HME suppliers Our ReconBot workflow matches posted cash to bank activity daily or weekly and keeps an exception log for anything that does not tie. The result is an AR balance that agrees between your billing system, your ledger and your bank. ## What is cash application? Cash application means matching money received from customers to the invoices it pays and recording that in the accounting system. It covers bank receipts, checks, lockbox files, card payouts and remittance advices, including partial payments, deductions and payments with no reference. Done well, the aging is accurate and no customer is chased for an invoice they already paid. ## What we handle for DME and HME suppliers - Posted remittance batches matched to MAC, Medicaid and commercial deposits by date and amount - Patient portal, card and check payments applied to the correct statement balance - Unapplied and unidentified cash cleared weekly with a named owner - Recoupments, offsets and interest payments recorded against the right claim or liability - Cash-application exception log shared with your billing manager ## The KPI that matters here Unapplied cash cleared within seven days and posted cash equal to bank deposits at every month-end. ## DME & HME compliance notes ### Medicare DMEPOS supplier rules Medicare DMEPOS suppliers must meet the supplier standards, hold accreditation and keep a surety bond to bill Medicare. Payment then follows fee schedules, competitive-bid amounts and capped-rental rules that decide when revenue is earned. Your books need to reflect those payment rules, not a generic sales model. ### Prior authorization CMS keeps a Required Prior Authorization List for certain DMEPOS items, and claims for those items without an affirmed decision are denied. We flag delivered-but-unauthorized orders as unbilled at each close so cash forecasts stay honest. Authorization work itself stays with your intake or billing team. ### HIPAA Patient names and diagnoses appear on remittances, statements and Brightree exports. Our staff are HIPAA-trained, we sign a BAA, access is logged and files are never downloaded to local devices. ### State sales tax on equipment Many states exempt prescribed durable medical equipment from sales tax while taxing retail accessories and over-the-counter items. We track taxable and exempt sales separately in the ledger so returns can be prepared from the books. Your tax preparer or advisor confirms the rules for each state. ## DME & HME software we work in - [QuickBooks Online](https://ledgerbpo.com/software/quickbooks-online/) - [Sage Intacct](https://ledgerbpo.com/software/sage-intacct/) - [Bill.com](https://ledgerbpo.com/software/bill-com/) - [Gusto](https://ledgerbpo.com/software/gusto/) - Brightree - Bonafide - TIMS Software - [All 50 platforms](https://ledgerbpo.com/software/) ## More for DME and HME suppliers Other services for dme & hme - [Bookkeeping](https://ledgerbpo.com/industries/dme/bookkeeping/) - [Invoicing and billing](https://ledgerbpo.com/industries/dme/invoicing-and-billing/) - [Accounts receivable](https://ledgerbpo.com/industries/dme/accounts-receivable/) - [Accounts payable](https://ledgerbpo.com/industries/dme/accounts-payable/) - [Bank reconciliation](https://ledgerbpo.com/industries/dme/bank-reconciliation/) - [Month-end close](https://ledgerbpo.com/industries/dme/month-end-close/) - [All dme & hme services](https://ledgerbpo.com/industries/dme/) Cash application in other industries - [Marketing agencies & consultancies](https://ledgerbpo.com/industries/agencies/cash-application/) - [Auto repair shops & dealerships](https://ledgerbpo.com/industries/auto/cash-application/) - [Behavioral health practices](https://ledgerbpo.com/industries/behavioral-health/cash-application/) - [Daycares, schools & education](https://ledgerbpo.com/industries/childcare-education/cash-application/) - [The full cash application page](https://ledgerbpo.com/services/cash-application/) ## Frequently asked questions ### Who applies the 835 remittances, you or our billing team? Your billing team or SS Support Network applies remittances to claims inside Brightree or Bonafide, usually through automated 835 posting. We reconcile those posted batches to the bank deposits and the ledger, apply non-claim payments such as patient portal and contract receipts, and work the unapplied list. If both billing and books are with us, one team lead owns both steps. ### How do you deal with patient payments that do not say which balance they cover? We match by patient, amount and date against open statements, then apply to the oldest balance unless the payment references a specific item. Payments that cannot be matched go to an unapplied list that is worked weekly with your team. Credits that result from overpayment are listed for refund approval rather than left sitting in AR. ### What happens when a payer takes money back? Recoupments and offsets are recorded against the original claim or an overpayment liability so the deposit reconciles and the aging stays accurate. We flag each one on the exception log the week it occurs so your billing team can appeal or accept it. The same treatment applies to Medicare interest payments, which are recorded as other income rather than claim revenue. 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/dme/cash-application/ · Contact: https://ledgerbpo.com/contact/ · Full site map for agents: https://ledgerbpo.com/llms.txt