It is common for bank deposits to differ from the total of individual payments shown in PropertyBoss. This does not always indicate that money is missing. Payment timing, reversals, and processing activity can all impact deposit amounts.


This article explains the most common reasons deposits may not match what you expect.


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ACH Returns and Chargebacks

One of the most common causes of deposit differences is an ACH return or credit card chargeback. In these scenarios:

  1. A payment may appear as received in PropertyBoss
  2. The funds are later returned by the bank or disputed by the payer
  3. The returned amount is deducted from a deposit or future batch

Because returns and chargebacks are initiated after the original payment, the net deposit amount may be lower than the sum of payments originally submitted.


Timing Differences Between Payments and Deposits

Payment activity and bank deposits do not always occur on the same day. Common timing factors include:

  1. Payments submitted after daily cutoff times
  2. Weekends and bank holidays
  3. Pending payments that have not yet settled
  4. Processing windows used by payment processors

As a result, a deposit may include payments from multiple dates or exclude recent payments that are still pending.


Net Deposits Containing Credits and Debits

Bank deposits often reflect a net amount rather than a simple total of payments. For example, a single deposit may include:

  1. New payments that cleared
  2. ACH returns or chargebacks from prior activity
  3. Processing adjustments

In these cases, the deposit amount represents the net result of both incoming and outgoing payment activity.


Reversals and Voids

Payments that are reversed or voided can affect deposit totals depending on timing. Examples include:

  1. A payment is received and later reversed
  2. A reversal posts in a different processing period
  3. The adjustment appears as a debit against a later deposit

This can cause deposits to differ from expected totals even when no funds are missing.


Payment Status Differences

Not all payments shown in PropertyBoss are finalized at the same time. Some payments may be:

  1. Pending
  2. Submitted but not yet batched
  3. Sent for processing but not completed

Only completed payments contribute to settled deposits. Mixing payment statuses when reviewing totals can lead to confusion.


Multiple Processing Days in a Single Deposit

Some deposits represent activity from multiple processing days. This often occurs when:

  1. Payment volume spans weekends or holidays
  2. Batches close later than expected
  3. A processor consolidates multiple days of activity

In these cases, deposit amounts may not match a single day of PropertyBoss activity.


What Support Can Help Clarify

If you identify a discrepancy, PropertyBoss Support can help explain:

  1. Whether a specific payment returned or chargebacked
  2. Whether timing or processing delays apply
  3. What status a payment currently shows in PropertyBoss
  4. Why a deposit includes credits or debits

Support focuses on explaining payment behavior and system activity.


What Support Cannot Determine

PropertyBoss Support cannot:

  1. Reconcile deposits to your bank statements
  2. Confirm what payments you should have received
  3. Identify missing payments by reviewing your bank activity
  4. Perform accounting or auditing tasks

Your team remains responsible for reviewing reports and bank records to identify discrepancies before contacting support.


Best Practice When Reviewing Deposits

When reviewing a deposit difference, it is helpful to first:

  1. Compare deposit amounts to the appropriate payment reports
  2. Account for returns or chargebacks
  3. Consider timing, weekends, and holidays
  4. Identify specific transactions in question

Once a specific payment or transaction is identified, PropertyBoss Support can help explain why it behaved the way it did.