Why dental collections may not match bank deposits

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Practice-software totals and bank deposits can differ because payments settle on different dates, fees or refunds reduce a settlement, or several payments arrive in one deposit.

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Start with a simple deposit check

Compare the same reporting period and confirm what each report measures. Trace a sample payment from the practice record through its processor or remittance report to the bank. List unexplained differences for review; do not assume every difference is a fee.

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Illustrative example only: $1,000 in card payments minus a documented $30 processing fee leaves a $970 settlement. Actual fees and timing may differ, including across month-end.

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Agree who reviews processor reports, reconciles bank accounts and resolves questions each month. This explains bookkeeping reconciliation, not insurance claim submission or collections.

​Book a free 30-minute bookkeeping consultation.

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For QuickBooks cleanup or monthly bookkeeping, contact MK Bookkeeping with your business type, bank/card account count and months behind. Please omit patient information, passwords and financial documents from the initial inquiry.

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​Educational source: ADA News, July 2026, payment and remittance matching. No ADA endorsement implied.