How it runs for DME and HME suppliers
LedgerBPO reconciles each processor's payout report to the bank, the ledger and the patient or sales record under our ReconBot workflow, records fees and chargebacks correctly, and reports any gap the same week.
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 DME and HME suppliers
- Stripe, Square and portal payouts matched to bank deposits net of processor fees
- Card payments tied to patient statements, retail receipts or online orders
- Chargebacks and refunds recorded against the original payment and balance
- Online resupply store orders reconciled to shipments and sales tax collected
- Monthly processor fee summary by channel for margin review
The KPI that matters here
Every processor payout matched to a deposit and to its underlying payments before the month closes.
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
- Sage Intacct
- Bill.com
- Gusto
- Brightree
- Bonafide
- TIMS Software
- All 50 platforms
More for DME and HME suppliers
Other services for dme & hme
Payment processor reconciliation in other industries
Frequently asked questions
Why does the Stripe balance never equal what we recorded as sales?
Because Stripe pays out net of fees, on a rolling schedule, and bundles many payments into one deposit, while refunds and chargebacks reduce later payouts. We reconcile each payout to its component payments, record fees as an expense and refunds against the original sale. Once that is done, gross sales, fees and net deposits each appear separately and the numbers agree.
Can you reconcile our online resupply store?
Yes. Orders from a Shopify or custom store are matched to the processor payout, the shipment record and the sales-tax collected. We separate taxable accessories from exempt prescribed items where the store supports it and record the difference for your preparer. Orders that were paid but not shipped, or shipped but not paid, appear on the exception log.
How do you handle chargebacks on patient payments?
A chargeback is recorded against the original payment so the patient balance reopens, the processor fee is booked, and your team is notified to respond with the statement and delivery records. If the dispute is lost the balance returns to the patient aging; if it is won the reversal is matched when it lands. Nothing is written off without your approval.
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