FAQ
Frequently asked questions
Section titled “Frequently asked questions”Fees and pricing
Section titled “Fees and pricing”How much does Quilted Pay cost?
Section titled “How much does Quilted Pay cost?”A small fee per successful payment. No monthly fee, no setup fee, no minimums — you only pay when you get paid.
| Payment method | Fee per payment |
|---|---|
| Credit or debit card | 3.9% + $0.30 |
| US bank account (ACH) | 1.8%, maximum $35 per payment |
| International card | 4.9% + $0.30 |
Rates are all-in — there are no separate processing charges billed on top. If your monthly volume grows significantly, contact us about volume pricing.
What if a payment is refunded? Do I get the fees back?
Section titled “What if a payment is refunded? Do I get the fees back?”Quilted Pay’s portion of the fee is refunded proportionally. Processing fees paid at the time of the original payment are not refundable — this is standard across payment processors (the fees are collected by card networks upfront and can’t be reversed). See Refunds for details.
HIPAA and privacy
Section titled “HIPAA and privacy”Does Quilted Pay send clinical data to our payment processor?
Section titled “Does Quilted Pay send clinical data to our payment processor?”No. Invoice descriptions are the only text about your services that reach the payment processor, and Quilted Pay automatically rejects line items containing CPT codes, ICD-10 codes, or other common clinical identifiers.
Keep descriptions generic (e.g., “Birth attendance package”, “Prenatal care”) and your HIPAA obligations are satisfied on the billing side.
Is our payment processor HIPAA-compliant?
Section titled “Is our payment processor HIPAA-compliant?”Our payment processor (Stripe) does not sign Business Associate Agreements (BAAs) and is not a HIPAA-covered entity. That’s fine for Quilted Pay’s model because no PHI is ever transmitted — only generic descriptions, amounts, and your client’s name and email (which are not PHI in themselves when paired with non-clinical descriptions).
What about the client’s email address?
Section titled “What about the client’s email address?”A client’s email paired with a generic service description (like “Prenatal care”) is not PHI under HIPAA. A client’s email paired with a specific diagnosis or CPT code would be PHI, which is why Quilted Pay blocks clinical codes in descriptions.
Taxes and accounting
Section titled “Taxes and accounting”Will I get a 1099 for my Quilted Pay income?
Section titled “Will I get a 1099 for my Quilted Pay income?”Yes. Our payment processor (Stripe) issues a Form 1099-K to any account that exceeds the federal threshold for payment card receipts in a calendar year (currently $20,000 and 200 transactions, though this threshold has been changing — check IRS guidance each year). The 1099-K will be available to you in January.
Do I get a 1099 from Quilted EHR?
Section titled “Do I get a 1099 from Quilted EHR?”No. Quilted EHR doesn’t disburse funds to you — the payment processor does. Your 1099-K comes from our payment processor.
How do I reconcile payments to my bookkeeping software?
Section titled “How do I reconcile payments to my bookkeeping software?”You can export a CSV of all your Quilted Pay transactions from the Stripe Dashboard (link available on your Billing page). The export includes invoice IDs, client names, amounts, fees, and payout dates — most bookkeeping software (QuickBooks, Xero, Wave) can import it directly.
What’s the difference between “Collected” and my bank deposits?
Section titled “What’s the difference between “Collected” and my bank deposits?”Collected (on the Billing page) is the gross amount your clients paid you — before fees. Your actual bank deposit is that amount minus the per-payment fees (see Overview for the rate table).
Operational questions
Section titled “Operational questions”Can I use Quilted Pay for in-person payments?
Section titled “Can I use Quilted Pay for in-person payments?”Not yet. Quilted Pay today supports card-not-present (online) and ACH payments only. In-person card readers are not on the immediate roadmap — if this is a strong need for your practice, let us know at support@quiltedehr.com.
Can I accept international payments?
Section titled “Can I accept international payments?”Your clients can pay from anywhere with a card, but Quilted Pay settles in US dollars only. International cards are billed at the international card rate above.
Can I have more than one provider per practice with separate payouts?
Section titled “Can I have more than one provider per practice with separate payouts?”Today each practice has a single Quilted Pay account, so payments collect into one bank account. Multi-provider practices with separate payouts are on the roadmap.
What happens to my data if I cancel Quilted EHR?
Section titled “What happens to my data if I cancel Quilted EHR?”Your invoice history and payment records remain accessible through our payment processor’s dashboard even if you cancel your Quilted EHR subscription. Contact us at support@quiltedehr.com to ensure smooth access after cancellation.
Something not covered here?
Section titled “Something not covered here?”Email us at support@quiltedehr.com or see Contact Support.