TopsPay Settlement Schedule
Understanding TopsPay Settlement Times and Deposits
Wondering when your TopsPay payments will settle, how transactions appear on your patients' bank statements, or how deposits are handled in Tops?
Let's break it down!
When Will My TopsPay Payments Settle?
Settlement times vary depending on the payment method and when the transaction is processed.
| Payment Type | Standard Settlement Time |
|---|---|
| Credit and Debit Cards | 2 business days |
| ACH (Bank Account Payments) | Approximately 5 business days for pre-funding; allow 7–10 business days for potential reversals |
| Insurance Credit Cards - Gift Card Style | Approximately 72 hours |
| Insurance Credit Cards - Mastercard, Visa, etc. | 2 business days |
| HSA/FSA Cards | 3–5 business days |
Tops Tip: Settlement times are estimates and may vary based on weekends, banking holidays, transaction processing times, and the financial institution.
When Can I Expect My Credit Card Deposit?
For standard credit and debit card transactions, TopsPay generally follows a a two-business day funding schedule.
The day a transaction is processed and the daily batch cutoff time can affect when the funds are deposited.
When Can I Expect My ACH Deposit?
Unlike credit and debit card transactions, ACH payments take additional time to clear through the account holder's financial institution.
While TopsPay pre-funds ACH payments after approximately 5 business days, this does not necessarily mean the payment has fully cleared the patient's bank account.
We recommend allowing 7-10 business days for the financial institution to respond and for potential ACH reversals to occur.
Even after funds have been deposited into your practice's bank account, an ACH payment may still be returned for reasons such as insufficient funds, incorrect banking information, or an account that cannot accept ACH transactions.
Tops Tip: Think of an ACH payment like accepting a paper check! Just because the funds have been deposited doesn't mean the payment cannot be returned. Allow 7–10 business days before considering the payment cleared, keeping in mind that some reversals may occur later.
How Will TopsPay Payments Appear on a Bank Statement?
The description displayed on the account holder's bank statement depends on the payment method.
| Payment Method | Bank Statement Description |
|---|---|
| Credit/Debit | Stax * Practice DBA |
| ACH Payment | Practice DBA only |
For example, if your practice operates as Bailey Orthodontics:
- Credit/Debit Card: Stax * Bailey Orthodontics
- ACH: Bailey Orthodontics
The DBA (Doing Business As) is the business name associated with your practice's merchant account.
Tops Tip: If a patient doesn't recognize a TopsPay charge on their statement, remind them that credit and debit card transactions may display Stax before your practice name. The exact formatting may vary by financial institution.
Are TopsPay Deposits Automatically Reconciled in Tops?
Yes! TopsPay automatically deposits and reconciles payments in Tops once confirmation is received from the payment processor, Stax.
When a payment is marked as Deposited in Tops, it means the funds have been deposited to the doctor's designated bank account.
However, depending on the daily batch processing time or the financial institution, the deposit may not immediately appear as available funds in the bank account.
For example, the deposit may:
- Appear as Pending in the bank account.
- Become visible or available on the following business day.
Tops Tip: If a payment is marked Deposited in Tops but isn't immediately visible in your bank account, check for pending transactions or allow until the next business day for the deposit to appear. See
What About ACH Reversals?
Unlike credit and debit card transactions, ACH payments may initially appear successful even though the funds have not fully cleared the account holder's financial institution.
If an ACH payment is returned or reversed, additional processing may be required.
For more information, visit:
Understanding TopsPay ACH Reversals
One Last Tops Tip!
Remember, the date a payment is processed, the date funds are deposited, and the date those funds become available in your bank account may not be the same!
Understanding these differences can help your team reconcile TopsPay transactions, answer patient questions, and know when to expect deposits.