How payouts work

When a client pays through Aiwyn, the money reaches your bank two business days later as a single daily deposit, with a set of files that break that deposit back down into the payments that made it up. This article explains how the money moves, when it arrives, and what happens when it has to move back.

Aiwyn sits between you and Stripe

Aiwyn uses Stripe to process client payments. Your firm does not have its own Stripe account and you will not have a Stripe login. Instead, Aiwyn holds the Stripe account and your firm's bank accounts sit under it, like an umbrella. Aiwyn interacts with Stripe on your behalf.

After you connect your bank account during implementation, your only contact with Stripe is receiving deposits and, if needed, correcting a bank account connection. Everything else, including monitoring payments in real time throughout the day, happens in Aiwyn.

The connection between Aiwyn and your practice management system is one way: Aiwyn reads your data but never writes to it. That is why every payment made through Aiwyn has to be reconciled in your practice management system by your firm.

One deposit per weekday

Stripe does not deposit payments one at a time. It batches every payment that cleared the cutoff into one deposit per bank account, on weekdays only. You will see one line from Stripe on your bank statement, not one line per client.

Payments deposit two business days after they are made. Which day's batch a payment lands in depends on the payment method and the time of day, measured against a cutoff in UTC.

Examples

Bank holidays push the cycle rather than absorbing it. A payout due on a holiday arrives the next business day, and a payment made on a holiday is batched with the next business day's payments.

What arrives with each deposit

The morning of every deposit, Aiwyn emails your firm's payment notification recipients the files for that deposit. The files are customized during implementation to fit your practice management system and reconciliation process, but there are three standard ones.

The files always tie to the bank with one formula:

Example: a single card payment

On Monday, a client pays $1,133.00 by credit card: $1,000 toward invoice 5001, a $100 late fee, and a $33 surcharge. On Wednesday, $1,100 is deposited and two files arrive.

$1,000 + $100 = $1,100, the deposit. The $33 surcharge was swept to cover the card fee and does not appear in the cash files; because the client paid it, nothing was taken from the firm.

Example: one ACH payment, two invoices

On Monday, a client pays invoices 61001 ($1,000) and 61002 ($2,000) in one ACH payment. At an illustrative 0.8% ACH rate, $2,976 is deposited on Wednesday.

$3,000 − $24 = $2,976. One payment, one fee row, two invoice rows.

Example: a full day

Reading the Ref column

This section does not apply to Aiwyn Practice.

Every row carries a payment reference. The first number is the transaction ID and is the same on every row that came from one payment action, across all three files. The suffix identifies what that payment paid: in the card example above, 1000-100 paid the invoice and 1000-101 paid the late fee.

Rows for invoice payments are prefixed with AIW, the Aiwyn payment identifier. (CCH ProSystem fx uses 99999 in the check number field instead.) When you post an Aiwyn invoice payment in your practice management system, include this identifier in the reference or check number field. Aiwyn reads your receipts, and the identifier tells it that your entry is the same payment it already recorded, not a second one.

When money moves back

A deposit is not final. A payment can be refunded by your firm, disputed by the client or their bank, or fail (for ACH, typically insufficient funds or bad account details). In every case the amount comes out of your payout on the day the reversal clears, and the deposit files for that day show it as negative rows.

The rules for reversals:

• Refunds are always for the full amount, to the original payment method, and are issued through Aiwyn. Partial refunds are not supported.
• An ACH payment cannot be refunded until it has been deposited into your bank.
• Refunds and failures cannot be imported. You must manually void or unallocate the payment from the invoice in your practice management system. In Aiwyn, the invoice automatically returns to unpaid and can be paid again through the Client Portal.
• On a refunded or failed ACH payment, the swept fee is returned to your firm and appears as a negative amount in the transaction fee file. On a refunded or disputed card payment, Aiwyn keeps the fee.
• If the day's payout is not large enough to cover the reversal, the remainder is withdrawn from your connected bank account.

Example: a withdrawal instead of a deposit

On Monday morning you see ($2,016.00) withdrawn from your bank account instead of a deposit. The files explain it: two new ACH payments cleared for $4,000, and a $6,000 ACH payment from the previous week failed.

Cash: $4,000 − $6,000 = −$2,000. Fees: $32 − $48 = −$16, so Aiwyn returned more fee than it swept. Net: −$2,000 − $16 = −$2,016, pulled from your bank. The two negative invoice rows are your cue to unapply the $6,000 from those invoices in your practice management system.

Related

• Transaction sweeping and payment reconciliation
• Stop, cancel, or refund a payment
• Unable to process refund
• ACH payment blocks and failures