When should you use End of Day Reconciliation?
End of Day Reconciliation, should be used to:
Confirm that all payments for a day (or period) have been recorded correctly
Compare Digitail totals with external payment sources (e.g. card processor, cash drawer, bank reports)
Review unpaid or partially paid invoices, overpayments, refunds, and credit notes
Log an audit trail for financial accountability and management review
The End of Day process
Before you start (Recommended)
Before entering any values, we strongly recommend that you do a quick review of the payments report summary totals. Just to ensure any significant payment have not been missed.
Start End of Day Reconciliation
Go to the Payment Report
Select "Start Reconciliation"
Select a Date or Date Range. Today’s date is displayed by default
Understanding the End of Day sections
When you open End of Day Reconciliation, you’ll see four collapsible sections.
‼️All sections support live actions, and totals recalculate automatically as changes are made.
Any action taken here immediately updates totals and calculations across the entire EOD process.
1. Unpaid invoices
This section shows the number of sales that are not fully paid and the total amount unpaid for the selected date range.
This section is designed to help confirm whether a sale is intentionally unpaid or requires follow-up.
Reasons a sale may remain unpaid include:
Medication or product scheduled for later pickup
Hospitalized patients with charges still in progress
Ongoing treatments that have not yet been finalized
Client has been approved to pay later
Examples that may require action include:
A sale that was missed at checkout
A visit that should have been closed and paid
A sale left open unintentionally
Actions available include:
Take a payment
Delete a sale (based on your user permissions and status)
All actions in the report are dependent on the user's permission.
💡Tip: Click on the sale link to open the side panel and quickly review the sale details and SOAP notes
2. Overpayments
This section displays payments that have resulted in client credit balances.
An overpayment may be due to:
A client making a deposit
A client deposit was partially used, leaving a remaining balance
Actions available include:
Preview the Payment Receipt
Refund the Payment or part of the payment
Edit the payment details
Delete Payment
3. Credit Notes
A credit note represents a non-cash adjustment applied to a client’s account rather than a physical refund. This section is designed to help ensure the credit note living on the client's account is accurate and that it should remain on the account rather than be applied to a sale before closing out the day.
Common examples include:
A manufacturer or outside provider/supplier discount applied after the sale
A coupon or promotional credit offered to the client
A goodwill adjustment approved by the clinic
A product return or service credit
Actions available include:
Preview the Credit Note
Refund the Credit Note (available on the preview where applicable)
Void the Credit Note
4. Refunds
The Refunds section displays all refunds recorded within the selected date range. This area is used to verify that refunded amounts are accurate and accounted for during reconciliation.
Preview Refund Receipt
Edit Refund details (where applicable)
Delete the Refund (where applicable)
Payment Reconciliation Values (blue section)
In this section, you enter totals from your external payment sources — not from the Payments Report itself.
Key guidelines
Enter totals based on:
Card processor reports
Cash totals
Bank or transfer confirmations
Third party providers (e.g. CareCredit)
🚫 Do not enter the values seen on the Payments Report without validating them against external sources.
How to handle refunds when reconciling
When entering payment totals:
Subtract refunds first, then enter the final amount.
📌Example: If you processed $500 via card payments, but then also refunded $50, you will enter $750
How to handle discrepancies
End of Day automatically displays a discrepancy indicator if entered amounts don’t match recorded payments.
This helps you pinpoint where mismatches may be occurring and further investigation is necessary.
Payment Types without an external source
Some payment methods may not have a reconciliation source readily available, for example: Other or bank transfers. These types should be reviewed and confirmed based on your clinic’s workflow.
Click on Select Sales, to review the transactions. After review click on Confirm.
💡Adding descriptions when receiving payments using these types will assist during review
Completing End of Day & Reviewing the Audit Log
Reconciliation is complete once you have captured or confirmed all the relevant amounts for each payment type. Click on Complete to end the process.
If you are completing the reconciliation with discrepancies, you will be prompted to confirm this.
The amounts you have captured, and the discrepancies are then available for review on the EOD Audit Log.
The audit log records:
the staff member that performed the process
the date and time it was completed
any notes entered
all payment type amounts and the discrepancies
This Audit log is available to:
Admin users
Users with the appropriate permission
The Audit log provides a clear audit trail for accountability and reporting.
