Overview
The Payment Report is where you go to find and take action on payments.
It acts as your real-time transaction ledger, showing payments, refunds, and authorizations for a selected date range.
What You Can Do Here
Use the Payment Report as your transaction workspace to:
- Look up past payments
- Refund a payment
- Void a transaction (when eligible)
- Post a payment to your Practice Management System (PMS) (if supported)
- Verify totals for a day or date range
Not Sure Where to Go?
- Need to refund, void, or find a payment → You’re in the right place (Payment Report)
- Need to match your bank deposit → Go to Batch Report
When to Use the Payment Report
Use this tool when:
- A patient calls about a past payment
- You need to confirm whether a payment went through
- You need to refund or void a transaction
- You’re reviewing activity from a specific day or timeframe
- You’re investigating transactions from different sources (terminal, phone, recurring, payment links, etc.)
Common Mistake
Users often try to match Payment Report totals to their bank deposit. These will not match. Use the Batch Report for deposit reconciliation.
Taking Action on Transactions
Void vs Refund (Quick Rule)
Void
- Use when the transaction is not yet in a closed batch
- Cancels the transaction before it reaches the bank
Refund
- Use when the transaction is already in a closed batch / deposited
- Sends money back to the patient
Key Rule
If a transaction is already in a closed batch, it can’t be voided — it must be refunded.
Post to Your PMS (If Supported)
The Post action sends payment details back into your PMS for offices with a supported integration.
Not all integrations support posting.
Find Transactions Faster
Set the Right Date Range
The Payment Report is based on when transactions happened, not when they were grouped into a deposit.
📌 Why totals don’t match
- Payment Report → based on transaction time
- Batch Report → based on deposit grouping
Common example:
- You close a batch at 5:00 PM
- A patient pays at 8:00 PM
- The Payment Report (set to that day) will show the payment
- The closed batch/deposit will not
Search
Use search to find transactions by:
- Patient name
- Reference ID
- Last 4 digits of a card
Search does not support searching by amount.
Filters (Recommended)
Use filters to narrow by:
- Amount
- Type (sale, refund, authorization)
- Tender
- Source (terminal, phone, recurring, payment links, API)
- Status (settled, voided, declined, cancelled)
Understand Totals (Summary Section)
At the top of the report, you’ll see a summary of activity for the selected range.
Standard Accounts
- Sales
- Refunds
- Net totals
Surcharge Accounts (If Enabled)
You may see columns that separate:
- Practice-management totals (excluding fees)
- Service fees collected and totals including fees
Export, Print, and Customize
Customize Columns
Use the column selector to show or hide fields like:
- Card type
- Chart number
- Team member
- Source
- Memo
Export
Export options typically include:
- CSV
- Excel
Exports include only the visible columns.
Printing includes only visible columns.
Next Step: Deposit Reconciliation
If your goal is to match what PayStack collected to what was deposited:
→ Go to Track Deposits & Batches to track deposits and batches
Want to review transaction activity and totals? See Review the Payment Report.
Need help understanding totals or deposits? See link.
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