Accounting & Payments

Every transaction in SecureCare is recorded as paired entries — debit and credit, source and destination — the same way a CPA's general ledger works. Every payment, refund, transfer, fund application, insurance posting, and chargeback adheres to the rule. The ledger balances every night, automatically, and any drift surfaces as a reconciliation alert before it becomes a reporting problem. This is the financial-rigor foundation that makes everything else trustworthy.

Once a transaction is committed to the ledger, it cannot be edited or deleted — only corrected with a new offsetting entry that is itself recorded. There is no admin override, no "fix the database" path, no quiet rewrite of yesterday's books. Corrections are visible, intentional, and auditable. The ledger your board sees in March is the same ledger your auditor sees in November.

Every payment SecureCare processes lands first in a platform escrow account — not directly in your bank. The escrow holds funds while the payment clears, while donation holds are honored, while chargeback windows pass. Settlement to your bank happens on a defined cadence, with each payout reconciled to the exact transactions it covered. The escrow model is the same one major payment platforms use; SecureCare brings it to organizations that historically have had to settle for less.

Every organization carries a primary account; every facility carries its own. Accounts split into typed sub-accounts — Revenue, Donations, Operating — so revenue from program services is never mingled with restricted donations or general operating funds. Balances are visible in real time. Transfers between organization and facility accounts are explicit, recorded, and only available when the source has a positive balance.

Donations don't post to spendable balance the moment they're received. They run through a hold tier governed by the same nightly settlement batch that releases other transaction holds — so the donation that came in this morning typically becomes available the following business day. The hold prevents accidentally spending money that hasn't actually cleared, and prevents accounting errors when chargebacks arrive after the fact.

Customer balances, facility donation funds, and organization donation funds can all be applied directly to a customer's program service balance — in any combination, in a single operation. A scholarship donor's gift can pay for an enrolled customer's program week without leaving the platform, without manual journal entries, without reconciliation surprises. The application is gated by a two-part rule — the staff member must hold the permission, and the program must allow donation funds — so the workflow can't accidentally cross policy lines.

Insurance payments post as their own transaction type, kept separate from customer payments for reporting clarity. Chargebacks reduce the available balance immediately when the card network reverses a disputed transaction — the platform doesn't pretend the money is still there. Manual adjustments are scoped to SecureCare support and recorded as adjustments in the ledger; staff cannot quietly edit balances. Each transaction type tells its own honest story.

A customer doesn't need an account to pay an invoice. From the public site's Pay Invoice link, they enter the invoice number and the customer's date of birth and land directly on the invoice — where they can view it, download or print it, and pay it. If the program permits and the invoice is eligible, they can also set up a one-time payment plan from this view. Modifications after that point require staff intervention — the customer-side flow is intentionally one-shot to keep the books clean.

SecureCare offers payment processing at cost — no markup. ACH and bank transfers are free. Card payments for customer services and event tickets carry the standard processor rate, included automatically in the checkout total so the customer pays the price they see. Donations are different: the donor is offered the option to cover the fee, but never required to, so a $100 gift means $100 to the cause when the donor declines. Every fee is itemized, visible, and reconciled with the transaction it came from.

The accounting layer isn't a silo. Donations deposit through it. Grants drawdowns post against it. Recurring Payments charge through it. Settlements & Payouts sweep cleared funds out of it on a defined schedule. Promo Codes apply discounts within it. The ledger is the spine; everything else hangs from it. That's why the math always works.