Billing Audit Tool: Patient Payments

This feature is currently in limited release to a select group of clients and will be rolling out to everyone in the coming months.

This article covers the core tabs in the Kipu Payments settings section of the Billing Audit Tool tab. These include the Payment List, the Payment Summary, and related tools for managing Payouts, Disputes, and Payment Methods. 

For account setup, see Enabling and Setting Up Patient Payments. For a product overview, see Kipu Payments Overview.

Required Permissions: Only Super Admins can access the Billing Audit Tool settings. 

Payment List 

The Payment List displays information from Stripe and summarizes activity at the payment level. It contains no information about the patient. The payments listed contain the following information.

• Date: The date on which the payment was made

• Status: The payment status options are as follows:

  Blocked Canceled Disputed Early fraud warning Failed Incomplete

  Partially refunded Pending Refund pending Refunded Succeeded Uncaptured

• From: The email address entered at the time of payment, if one was added.
• Amount: The amount paid

You can view information about the payment by clicking on it.

Filtering Options

Use filters to narrow results by amount, date, status, or payment type. Applied filters are preserved when you export the list.

• To filter payments by amount, pick an option from the drop-down and then enter the number that is equal to, between, greater than, or less than. Click Apply to apply the filters to the payment list.
  

• To filter payments by date, choose an option from the drop-down.

  Is in the last	Select the number to show all items where payment was made in the last chosen number of days.
  Is equal to	Select the date you want the results to match.
  Is between	Select the date range that results should fall between.
  Is after	Select the date that all the payments displayed were made after.
  Is on or after	Select the date that all payments displayed were made on or after.
  Is before	Select the date that all the payments displayed were made before.
  Is before or on	Select the date that all payments displayed were made on or before.

• Filter payments by status. You can select multiple statuses. Click Apply to apply the filters to the payment list.

  

• To view payments filtered by payment type (or types), choose the desired option(s) from the drop-down. Click Apply to apply the filters to the payment list.

  

Initiate a Refund

To initiate a refund, go to the Payment List tab, locate the payment, and follow the steps in Initiating a Refund. Refund eligibility and timing may depend on the payment status. For example, payments in Pending or Processing states may need to fully settle before a refund can be issued.

Exporting Payment List

You can export the Payment List to .csv file by clicking the Export button. 

• Choose the date range and columns you want included. You can select a default 23, a default 83 or a fully custom list. 

• Then click Export to download the .csv file.

Payouts 

Payouts represent your collected funds (transactions minus processing fees) and are managed through Stripe.

There are two ways to receive funds:

• Automatic deposits — scheduled daily, weekly, or monthly based on your account preferences
• Manual withdrawals — initiated by you on demand

To change your payout schedule, go to the Account Management section. If payouts are not appearing as expected, contact Stripe Support.

Disputes 

A dispute occurs when a patient challenges a charge with their card issuer. Disputes take two forms:

• Inquiry / Retrieval: A request for more information about the transaction. Less urgent, but still requires a timely response.
• Chargeback: Funds are withdrawn from your account immediately when this is filed.

What to do when a dispute appears:

1. Go to the Account Management section.
2. Locate the guided dispute response workflow.
3. Gather thorough documentation about the payment (dates, amounts, authorization records, clinical context where appropriate).
4. Submit your response before the deadline shown on screen.

Thorough, well-documented responses improve the likelihood of a favorable outcome. If you have questions at any point, please contact Stripe Support.

Payment Methods 

This section controls which payment methods your account will accept. All methods are enabled by default. To disable a method, uncheck the box next to it and click Save. You can re-enable it at any time using the same process.

Accepted payment methods:

Method	Details
Card	Visa, Mastercard, American Express, Diners, Discover
ACH	Direct bank transfer
Sunbit	Buy-now-pay-later option (see Sunbit Overview for details)

Payment Summary

The Payment Summary is generated by Kipu and includes both payment-level and patient-level data — making it the right place to look when you need to connect a payment to a specific patient.

1. Patient: The patient's name
2. Payment Method: The method used to pay 
3. Payment Type: The payment type
4. Payment Amount: The amount paid
5. Created At: The date the payment was made
6. Name on Card: The name on the card used for the payment
7. Bank Account: The bank account number, if a bank account was the payment method

8. Status: The payment status

   Pending Processing Succeeded Failed

   Canceled Refunded Partially Refunded

9. User Name: The name of the user who initiated the payment
10. Refund: The amount that was refunded (if any)