Settlements & Payouts

Settlements & Payouts

From the customer's payment to your bank, accounted for at every step.

A customer pays an invoice on Tuesday. A donor gives on Wednesday. Money moves to your bank account on a schedule, but in between is a settlement pipeline that decides which funds are ready and which are still being held back — for chargeback windows, for donation hold tiers, for the basic prudence of waiting for the processor to confirm a charge actually cleared. SecureCare runs that pipeline nightly. Funds that cleared the eligibility gates land in your bank as a payout that reconciles, transaction by transaction, to the payments it represents. Your books match your bank statement; your bank statement matches the payments your customers actually made; your reports tie back to both. The settlement pipeline isn't a black box because the platform was built to show its work.

  • Nightly Settlement, Not "Whenever"

    SecureCare runs settlement on a defined nightly cadence — not "whenever the processor decides," not "manually triggered by support," not "every Friday with weekends pushed to Monday." The schedule is the schedule. Payments that meet eligibility criteria when the nightly run executes settle that night; payments that don't meet criteria wait for the next run. Predictable cadence is what makes the rest of the cash-flow story possible.

  • Eligibility Rules That Protect the Books

    Not every cleared payment is eligible for settlement on the next run. The platform enforces a set of rules that protect both you and your customers from settlement-time accounting errors. A payment must have cleared with the processor more than 24 hours ago. There must be no open chargeback dispute against the source payment. The receiving entity must have a verified active bank account, plus a backup payment method on file. And donation funds must have passed their hold tier (more on that below). When all the rules align, the funds settle. When they don't, the funds wait, visibly, in escrow.

  • Donation Hold Tiers, Tuned to Donor Behavior

    Donations carry their own settlement hold tier — longer for new donors, shorter for established donors with a clean track record. A first-time donor's gift holds five business days for a card or seven for ACH; a donor with three cleared gifts more than 90 days old holds two business days for a card or five for ACH; an established recurring ACH donor holds three business days. A single chargeback resets a donor to new-donor hold tiers for a full year. The platform doesn't decide hold lengths arbitrarily — the rules are documented, the tiers are explicit, and a development director can explain to a major donor exactly why their gift takes the time it takes to become available.

  • One Payout Reconciles to Many Transactions

    When the nightly run pays out to your bank, the deposit isn't a single mystery sum. SecureCare records every individual payment that contributed to that payout, with a one-to-many link between the bank deposit and the underlying transactions. A $4,217.43 deposit on Tuesday morning is decomposed into the 31 customer payments and 7 donations and 4 event ticket sales that made it up. When your bookkeeper reconciles the bank statement, the work is mechanical: each deposit ties to a specific list of transactions, with amounts that sum exactly.

  • Funds Held in Escrow Are Visible

    Money in escrow waiting to settle isn't invisible to you. The Accounting page shows your cleared balance (what's already settled to your bank) alongside your pending balance (what's been received but not yet settled). The next scheduled settlement amount and estimated arrival are surfaced in the account view's balance hero. There's no surprise about what's coming; there's no question about why a number on the platform doesn't match a number at the bank. The gap is real, the gap is named, and the gap closes on the schedule the platform publishes.

  • Failure Recovery That Heals Itself

    When a settlement fails — a bank account closed, an ACH rejected, a network outage at the processor — SecureCare doesn't just mark it broken and walk away. Failed individual payments automatically reset back to pending and re-enter the next nightly run. Batch-level failures pause the affected batch and notify support for investigation, with a documented manual-resolve path that restores the funds and resumes normal operation. Three retry attempts are logged for each entry before manual review is required, so transient processor blips don't escalate into your problem.

  • Chargebacks Hit Before Payout, Not After

    Open chargebacks block their source payment from settling. This means a chargeback that arrives during the settlement window absorbs against funds still in escrow — not against money that already left your bank account. Most platforms claw back charge-backed funds from the organization's bank, which is awkward at best and impossible at worst. SecureCare's escrow model means the chargeback is handled before settlement, the cleared deposit reflects already-final funds, and the organization's bank account holds money that's actually theirs.

  • Built on the Same Ledger

    Settlement transactions are real double-entry ledger entries on the same immutable foundation as every other transaction in SecureCare. The settlement debit on platform escrow and the credit to your facility revenue account balance to the cent. The audit trail is the same audit trail. The reconciliation guarantees are the same reconciliation guarantees. Settlement isn't a side-system that has to be tied back to the books; it's part of the books.