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Documentation Index

Fetch the complete documentation index at: https://handbook.daydream.dental/llms.txt

Use this file to discover all available pages before exploring further.

💬 Covered in Your Kickoff Call
We complete this step together during onboarding. This page will serve as your reference.
Daily reconciliation between your bank and practice management software is essential for a clear, accurate financial picture at your dental practice. Here’s how we keep things simple and accurate:

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Daily Steps for Your Practice

  1. Upload Checks: Scan and upload your EOBs and checks daily into your DayDream Portal.
  2. Deposit Checks Daily: Deposit exactly the checks you’ve uploaded that same day into your bank account.
Pro Tip: Ask your bank about a check scanner—it lets you deposit checks quickly without leaving your office! We recommend the CheXpress CX30 for reliable remote deposit capture.

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Uploading EOBs and Checks

When scanning in EOBs and payments, it is important that each upload includes two additional items: Each upload should include:
  • Total $ amount for each payment type (Check, VCC, and ACH)
  • Page separator(s) between each mail item (EOB + payment)
In between each mail item (EOB + payment), insert the page separator. This helps us automatically categorize your uploads. The PDF of the separator can be found at the bottom of this article!
Example showing the proper order for scanning EOBs and payments with page separators
In this example, you can see the order each document should be scanned together. Only add a second page separator at the end if there is another EOB + payment you need to upload, and so on. Once uploaded, add the total amounts for each type of payment in the section on the left side of the pop-up.
Screenshot of the DayDream 'Upload Scanned EOBs' modal, showing fields for Total Check Amount, Total VCC Amount, and Total ACH Amount, with a scanned MetLife EOB and check in the preview pane.
Total $ accuracy is the most important part of reconciling your uploads.

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How We Handle the Rest

Matching Deposits: We match the deposits we see in your bank to the uploaded scans and then accurately post these in your practice management software.
Important: If today’s checks ($10,000) are deposited tomorrow, we’ll post them once they clear. Combining multiple days of checks into one deposit makes accurate reconciliation impossible, so if you miss depositing Monday’s checks and decide to do it on Tuesday, make sure you deposit the two days separately.

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The DayDream Standard: Posting Only When Payments Clear

Our Standard: DayDream posts payments only after they have cleared your bank account, not on the day they are deposited.

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Why We Stick to This Standard

Think of it like this: When you deposit a check at your bank, depending on the amount and the check’s origin, the bank may make funds available immediately or place a hold on the check until it actually clears. While your bank might show the funds as “available” right away, the check itself hasn’t actually cleared the issuing bank yet—that process can take several days. If the check bounces or is fraudulent, those “available” funds can be reversed, leaving you with a negative balance. DayDream follows that same standard. Just as your bank waits for a check to actually clear (not just become “available”) before considering it truly yours, we wait for payments to clear your bank account before posting them in your practice management system. This ensures we’re only recording money that has been verified and confirmed—not just funds that appear available but could still be reversed. The Reality: A check deposited on Monday might show as “available” immediately, but it may not actually clear until Tuesday, Wednesday, or even later. Posting it on Monday would mean recording money that hasn’t been verified yet—which can create discrepancies between your practice management system and your actual cleared bank balance.

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Why We Don’t Deviate from This Standard

We understand that some practices may prefer payments to be posted on the day of deposit for various operational or reporting needs. However, posting payments before they clear creates significant risks:
  • Inaccurate financial records — Your system shows money you haven’t actually received
  • Reconciliation headaches — Discrepancies between posted amounts and bank balances
  • Fraud risk — Posting before clearance can mask bounced checks or payment issues
  • Reporting errors — Collections reports may show inflated numbers
Maintaining this standard protects your practice’s financial integrity and ensures accurate reporting across all systems.

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Our Commitment to Accuracy

DayDream’s standard protects your practice by ensuring every posted payment represents real, cleared funds in your bank account. This accuracy is essential for:
  • Reliable financial reporting
  • Accurate payroll calculations
  • Fraud prevention
  • Clean reconciliation
While we understand the desire for same-day posting, maintaining this standard ensures your practice’s financial data remains accurate and trustworthy.

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How EFT Payments Help

Here’s the good news: If you need faster posting for accountant reconciliation, team bonuses, or reporting deadlines, EFT payments are the solution. Unlike paper checks that can take 1-3 business days to clear, EFT payments typically clear the same day or within 24 hours. This means:
  • Faster posting — EFT payments clear quickly, so they can be posted sooner while still maintaining our standard of posting only when cleared
  • More predictable timing — EFT payments have consistent clearing times, making it easier to plan for reporting and bonus calculations
  • Better for same-day reconciliation — Since EFT payments clear faster, they’re much better suited for practices that need end-of-day reconciliation
The key difference: With checks, you deposit on Monday and wait 1-3 days for clearance. With EFT, the payment arrives electronically and clears the same day or next day—all while still following our standard of posting only when funds are actually cleared. This is why DayDream strongly recommends enrolling in EFT & ERA—it gives you the speed and predictability you need for reporting and bonuses, while maintaining the accuracy and protection of our clearing standard. If you have specific reporting or bonus calculation needs, we’re happy to discuss how EFT enrollment can help meet those needs while working within our standard.

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Why It’s Worth It

  • Catch Errors Fast: Immediate visibility into any missing or incorrect payments helps us quickly address issues.
  • Simplified Bookkeeping: Posting dates match your bank deposits, making reports accurate and payroll easy.
  • Protect Your Practice: Daily checks and balances significantly lower your risk of fraud.
  • Accurate Payroll: Collections/Production reports are affected by posting accuracy!

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Page Separator PDF

As promised, here is the page separator PDF for your daily uploads:

Next Level Access

Once your DayDream login is activated, you’ll gain access to:
  • DayDream platform
  • Additional Handbook content
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