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Per-Payer Reconciliation

Practice OwnerExecutive Administrator·4 min read·Updated May 2026

Capture MoneyCOMING SOON

Per-Payer Reconciliation closes the final gap in the Capture Money pipeline: matching what you billed against what you actually received, broken down by payer. This feature connects your billing data in CareIncite with payment records from QuickBooks Online to identify underpayments, missing payments, and payer-level revenue gaps that would otherwise go unnoticed.

The reconciliation gap

Most behavioral health practices know their total billed amount and their total received amount. But they cannot easily answer: which payer underpaid, by how much, and for which claims?

Without per-payer visibility, underpayments get buried in aggregate numbers. A payer that consistently reimburses at 85% of billed amounts looks fine in the total revenue number but represents a 15% revenue leak that compounds month over month. Per-Payer Reconciliation makes these patterns visible.

How it will work

When Per-Payer Reconciliation launches, it will integrate with your existing CareIncite data and QuickBooks Online:

Billed amounts from CareIncite

CareIncite already tracks every session with its billed amount, service code, payer, and date. This data forms the “expected” side of the reconciliation.

Payment records from QuickBooks

CareIncite connects to QuickBooks Online to pull payment records. Payments are matched to billed sessions by payer and date range to create the “actual” side of the reconciliation.

Gap analysis by payer

CareIncite calculates the gap between billed and received for each payer, surfaces underpayments, and identifies patterns — such as a specific MCO that consistently reimburses below the expected rate.

What you will see

The reconciliation view will include:

Payer summary table— Each MCO with total billed, total received, gap amount, and reimbursement rate percentage.

Underpayment alerts— Automatic flags when a payer's reimbursement rate drops below a configurable threshold.

Trend analysis— Month-over-month reimbursement rate by payer, revealing whether collection performance is improving or declining.

Relationship to Payer Mix

CareIncite already includes a Payer Mix module (/payer-mix) that shows the distribution of your revenue across payers. Per-Payer Reconciliation extends this by adding the payment side — so you can see not just how much you billed each payer, but how much each payer actually paid.

Coming Soon

Per-Payer Reconciliation requires the QuickBooks Online integration, which is currently in development. When available, connect QuickBooks from Settings → Integrations → QuickBooks Online to enable reconciliation. This page will be updated with full setup instructions when the feature launches.

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