Reconciliation
Why your Halaxy payout doesn't match your bank deposit
Merchant fees, Medicare rebate timing and practitioner splits explained — and how to reconcile Halaxy payouts with confidence.
The problem every practice hits
You look at a Halaxy payout batch, then at your bank statement, and the numbers don't line up. It's one of the most common frustrations we hear from healthcare practices in Australia and New Zealand.
The good news: there is almost always a clear reason. The trick is knowing where to look.
The three usual causes
Merchant processing fees: card payments are often deposited net of fees, so the bank shows less than the invoices paid.
Medicare and health fund timing: rebates can land on a different day from the patient payment, splitting one appointment across two deposits.
Practitioner splits: where contractor practitioners are paid out of the same takings, the deposit reflects money that was never really the practice's.
How to reconcile it properly
Match deposits to payout batches, not to individual invoices. Record merchant fees as their own expense line. Keep a clear record of what belongs to each practitioner before money moves.
Whatever accounting software you use, the reconciliation method differs slightly — but the principle stays the same.
Key takeaways
- Reconcile against payout batches, not single invoices
- Record merchant fees separately
- Know practitioner splits before the money moves