What you can do here
Use this guide to:
- Understand how the PayStack application is organized
- Quickly find where to take payments, manage patients, or review transactions
- Navigate between modules with confidence
- Identify the right place to complete common tasks
Not sure where to go?
- Need to take a payment → Go to Pay
- Need to review or update a patient → Go to Patients
- Need to refund, void, or reconcile → Go to Reports
- Need to configure settings → Go to Settings
Overview
The PayStack Windows Application is your central hub for:
- Processing payments
- Managing patients
- Reviewing financial activity
- Configuring system settings
Think of PayStack as four areas:
- Pay → Take money
- Patients → Manage patient data
- Reports → Review and fix payments
- Settings → Configure the system
Application layout at a glance
The system is divided into four primary modules:
- Pay
- Patients
- Reports
- Settings
Use the top navigation bar to move between modules.
In the top-right corner, you’ll also find the Site Selector, which allows you to switch between locations (if applicable).
Your current module determines what actions are available.
If you don’t see the option you need, make sure you’re in the correct module.
Pay module
Take payments and set up recurring schedules
The Pay module is where all payment activity begins.
What you can do here
- Process payments in-office or over the phone
- Send transactions to a terminal
- Enter payment details manually
- Set up recurring payment schedules
Available tabs
- Card Present – For in-office payments using a terminal
- Card Not Present – For phone or manually entered payments
- Recurring – For setting up scheduled or ongoing payments
If your office uses an integrated workflow, patient and payment details may automatically populate from your Practice Management System (PMS).
If using standalone mode, you will enter this information manually.
Common mistake
Users sometimes try to issue refunds from the Pay module.
Refunds and transaction corrections are handled in the Reports module (Payment Report).
Patients module
View and manage patient information
The Patients module provides a centralized view of everything related to an individual patient.
What you can do here
- View patient details
- Manage saved (vaulted) payment methods
- Review transaction history
- View or manage recurring schedules
When to use the Patients module
Use this module when you need to:
- Look up a patient’s past payments
- Update or remove a saved card
- View or cancel a recurring payment plan
If you are working with a specific patient (cards, history, schedules), this is the best place to start.
Reports module
Review transactions, deposits, and financial activity
The Reports module gives you visibility into all payment activity within PayStack.
Available reports
- Payment Report – View and manage transactions
- Batch Report – Track deposits and batch activity
- Recurring Report – Review scheduled payment plans
- Statements – Access billing and statement data
Important: Reports are also action tools
The Payment Report is not just for viewing transactions.
From this screen, you can:
- Refund payments
- Void transactions
- Post payments (for supported integrations)
Even though it’s called a “report,” this is where most payment corrections and adjustments happen.
When to use the Reports module
Use this module when you need to:
- Issue a refund
- Void or correct a payment
- Reconcile transactions or deposits
- Review financial activity
Common mistake
Users often look for deposit totals in the Payment Report.
- Payment Report → transactions (when they happened)
- Batch Report → deposits (when money is grouped and sent to the bank)
Settings module
Configure the application
The Settings module allows you to customize how PayStack works for your office.
What you can do here
- Adjust application preferences
- Configure payment behavior
- Set up and manage terminals
- Customize user experience settings
When to use the Settings module
Use this module for:
- Initial system setup
- Adjusting workflows
- Troubleshooting configuration issues
Most users will not need to access Settings frequently.
Changes in Settings can impact how payments are processed.
Only adjust settings if you understand the outcome.
Site selector (top right)
Switch between locations
If your organization has multiple locations, the Site Selector allows you to switch between them without logging out.
How it works
- Located in the top-right corner of the application
- Displays your current location
- Click to switch to another site
Why this matters
- Avoids the need to log out and back in
- Ensures payments are processed under the correct location
Best practice
Always confirm the correct site before taking a payment.
Best practices
- Always confirm the correct site before taking a payment
- Use Pay for transactions and recurring setup
- Use Patients for patient-specific management
- Use Reports for refunds, voids, and reconciliation
- Only adjust Settings if you understand the impact
Next steps
Explore more detailed guides for each workflow:
- Taking payments → Take an In-Office Payment or Take a Payment by Phone (Card Not Present)
- Recurring schedules → Set Up Recurring Payments
- Refunds and transaction management → Manage Payments and Transactions
Need help understanding totals or deposits? See link.
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