PracticeQ Payments: FAQ

Here are most of the frequently asked questions about PracticeQ Payments. If you have any questions not answered below, please let us know!

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• Is PQ Pay HIPAA compliant?
• What types of cards are accepted?
• Can you break down the processing fees?
• Will my account stay open if I stop processing?
• Are HSA/FSA cards accepted?
• Does PracticeQ Payments accept ACH transfers?
• Is there a processing fee when refunding payments?
• How long does it take for a Credit Card refund to process?
• Are there any transaction limits?
• Annual Gross Revenue and Transaction Sizes
• Do you offer any type of gift cards?
• Is there a card reader to swipe physical cards in person?
• Do you process international transactions?
• Can I start the application process but stay connected to my current payment processor?
• Will I receive notifications about my payments?
• When do I receive my deposits?
• When do processing fees come out of my account?
• How are payment disputes handled?
• Do you issue yearly 1099K forms?
• How do I change the bank account for my payment deposits?
• What is gross funding?
• How do refunds show in bank deposits?
• Are there limits to how many times we can run the same card?
• Can I export cards from PracticeQ Payments to another processor?
• Can I add processing fees to customer invoices?
• How long after a transaction can I process a refund?
• How do I process VCCs (Virtual Credit Cards) that I receive from insurance payers?

Is PracticeQ Payments HIPAA/PCI compliant?

• Yes, PracticeQ Payments is fully HIPAA compliant. All credit card information is stored with the merchant, and only payment data is transferred when processing.
• PCI Compliance is required by the payment card industry. For more information about PCI compliance for PracticeQ Payments, click here.

What types of cards are accepted for payments?

• We accept all major credit cards: American Express, MasterCard, Visa, and Discover.

Can you break down the processing fees?

• Read PracticeQ Payments - Fee Breakdown.
• Fees are non-refundable, meaning that a refunded transaction does not refund the transaction's processing fees, and disputes won do not refund the dispute fee. 

Will my account stay open if I stop processing?

• No - you must reach out to us at hello@intakeq.com if you wish to manually close the payment processing account.

Are HSA/FSA cards accepted?

• We do accept HSA/FSA cards, as long as they are issued by one of the major card brands (Visa, Discover, Mastercard, or Amex). 
• However, this is MCC (merchant chain code) dependent. If the MCC does not align with a business that should be accepting HSA/FSAs, the charge could fail.
• Read more about MCCs here: PracticeQ Payments: HSA/FSA Cards.

Does PracticeQ Payments accept ACH transfers?

• Yes! PracticeQ Payments allows ACH bank account entry through a consent form or manual entry on the client profile. The fee for ACH is 1% capped at $10 per transaction.
• Learn more about ACH Transfers here: PracticeQ Payments - ACH Transfers.
• Learn about what happens when ACH transfers fail here: PracticeQ Payments - ACH Clawbacks.

Is there a processing fee when refunding payments?

• No, though please note that you are not refunded the original processing fee from the payment that was originally processed.

How long does it take for a Credit Card refund to process?

• The credit card is refunded within 48 business hours, the same timeframe as payments. However, once the funds have been sent back to the card, it can take an additional 2-10 business days for the refund to post to the card, depending on the credit card used. 

Are there any transaction limits?

• There is a per-transaction limit, which is determined from information you add to your application as well as our risk assessments (contact us if you are running into any issues with this). There is no monthly transaction limit or anything further.

Annual Gross Revenue and Transaction Sizes

• When you sign up for PracticeQ Payments, you are asked to provide data on your Annual Gross Revenue, as well as your Average and Largest Transaction Sizes for both CC and ACH payments. 
• This information is used as part of the financial risk assessment for your account. Our processor's sponsoring bank funds your processing and refunds, and they must confidently be able to recoup those amounts from you accordingly. The larger the processing amount, the larger the risk our sponsoring bank is undertaking. 
• If you would like to increase your annual, average, or largest transaction sizes, or would like to review the numbers you reported previously, please contact us. We recommend re-assessing your financials on an annual basis to ensure these amounts are accurate year over year. 

Do you offer any type of gift cards?

• No, PracticeQ Payments does not support gift cards.

Is there a card reader to swipe physical cards in person?

• Yes! PracticeQ Payments currently offers the Deja-Vu QD4 as a physical card terminal for $350. This terminal must be connected to a WiFi network to process payments. If interested in the QD4, please fill out the form here and read about the setup here.
• We do not have a mobile card reader at this time, but we are currently researching options. 

Do you process international transactions?

• Yes, from most countries. Certain countries are banned by the US and we cannot process payments from those. View the list here: https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information
• There is a 1% added fee on all international transactions.

Can I start the application process but stay connected to my current payment processor?

• Yes, please email us at hello@intakeq.com and we will provide the direct sign up information.

Will I receive notifications about payments?

• You can sign up for Notifications in the payment dashboard under More → Payment Dashboard → Settings. 
• You may opt in for a weekly summary email, and also subscribe to notifications for payment failures, disputes, refunds, and more. 
• CC and BCC other recipients if necessary.



When do I receive my deposits?

• Read about deposits here: PracticeQ Payments - Deposit Schedule.

When do processing fees come out of my account?

• Fees will be subtracted from the daily deposit, in a separate debit transaction in your bank account. See Gross Funding Information below for more details on this.
• If you prefer to have your processing fees debited before funds are deposited, contact us at hello@intakeq.com. We can enable this setup for you!

How are payment disputes handled?

• View your disputes in More → Payment Dashboard → Disputes. There you can upload evidence to fight a dispute. 
• Please note that there is a $25 fee for each payment dispute received, regardless of the outcome.
• To read more about disputes, see PracticeQ Payments - Disputes.

Do you issue yearly 1099K forms?

• Yes, we do! Learn more here: PracticeQ Payments: 1099K Form.
• If adjustments are needed to your 1099K, please reach out to us at hello@intakeq.com for a new W9 form.

How do I change the bank account for my payment deposits?

• To change the bank account we deposit your funds into, we will need either a voided check or a bank verification letter. Note that we cannot accept a direct deposit form, or digital representation of a check. 
• This should take anywhere from 1-3 days to complete, assuming the account information can be verified.
• For more information on requirements, read PracticeQ Payments - Change Bank Account.

What is gross funding?

• As a PracticeQ Payments customer, you will automatically be enrolled to receive gross deposits. Gross funding is when the deposits in your bank account match your daily batch totals. Learn more about gross funding here: PracticeQ Payments - Gross Funding.

How do refunds show in bank deposits?

• Learn more about refunds here: PracticeQ Payments - Refunds.

Are there limits to how many times we can run the same card?

• There is a security feature in place with PracticeQ Payments to help combat the possibility of duplicating a transaction in error. The same card cannot be processed twice within a five-minute window. 
• For security reasons, there is also a limit on how many times the same card can be used in a 12-hour period. The maximum repeat use limit is 6 times in 12 hours. Once that limit is reached, the card will fail until the 12-hour window has passed.

Can I export cards from PracticeQ Payments to another provider?

• This is possible for a fee, though it is not something we can guarantee. If you are looking for this, please reach out to our support team at hello@intakeq.com and we will be happy to assist.

Can I add processing fees to customer invoices?

• When it comes to surcharging for payment processing fees, each state has their own legislation on whether it is permitted, and what limits are in place as to how much can be surcharged and on which payments. We would highly recommend you make yourself familiar with these rules for your state before you proceed to consider adding any processing fees onto your invoices.
• We do not offer automatic surcharging with our invoicing system or payment processor.

How long after a transaction can I process a refund?

• Refunds for credit and debit card purchases can be issued up to 180 days after the original transaction.
• This window was increased on August 18, 2026. Please note the following:
  
  • Eligible Transactions: Any transactions still within the 120-day window as of August 18 can now be refunded up to 180 days after the original sale date.
  • Archived Transactions: Transactions past the 120-day mark prior to August 18 were archived and cannot be refunded through the system or unarchived.

How do I process VCCs (Virtual Credit Cards) that I receive from insurance payers?

     •  If you receive VCCs from insurance payers, do not add them to client profiles and process them as client payments.
     •  If possible, set up direct deposit with your bank to process these insurance payments.

Didn't Find Your Question Here?

• We're happy to help! Email us at hello@intakeq.com.