Every Transaction,
Properly Matched
Know exactly where every payment processor deposit came from. Match transactions to their sources, resolve discrepancies, and maintain records you can trust.
Back to HomeWhat This Service Delivers
This service ensures every deposit from your payment processors matches to its underlying transactions. You'll know which orders, refunds, chargebacks, and fees compose each bank deposit. Your accounting records will reflect what actually happened in your business, not approximations or estimates.
We reconcile on whatever schedule your business needs. Daily reconciliation catches problems immediately. Weekly or monthly cadences work for lower-volume businesses. Either way, your books stay current and accurate.
When discrepancies appear, we investigate and resolve them. Missing transactions get tracked down. Incorrect amounts get corrected. You receive clean records that match your bank statements and can be relied upon for financial reporting or tax purposes.
The Reconciliation Challenge
Your bank account shows deposits from Stripe, PayPal, Square, or other payment processors. Each deposit is a net amount that includes multiple transactions, fees deducted, refunds processed, and possibly chargebacks. The processor's report shows one set of numbers. Your bank statement shows another. Making them match requires detailed work.
When you sell through marketplaces, the situation gets more complex. Amazon deposits a settlement that combines sales from multiple days, various fee types, reimbursements, and adjustments. eBay's managed payments work similarly. Each platform has its own settlement logic and timing.
Without proper reconciliation, you're recording deposits as lump sums. Your accounting doesn't break down into actual sales, fees, and adjustments. When something doesn't match, you might not notice for weeks. By then, tracking down the cause takes significant time and the trail may be cold.
Our Reconciliation Approach
We connect to your payment processors and download transaction reports on a regular schedule. These reports show every individual transaction, fee, refund, and chargeback that contributes to each deposit. We also access your bank account feed to see what actually deposited.
Each bank deposit gets matched to its component transactions. We break down the deposit into gross sales, processing fees, refunds issued, chargeback costs, and any other items the processor included. The sum of these components equals the net deposit amount.
When amounts don't match, we investigate immediately. Sometimes it's timing differences where a transaction is in one period but the deposit is in another. Sometimes it's processor errors or unexpected fees. We identify the cause, document it, and make the necessary accounting adjustments.
Your accounting system receives properly categorized entries. Revenue goes to revenue. Fees go to fee accounts. Refunds reduce revenue appropriately. Your financial statements show the detail needed to understand what happened in your business.
Working Together
Initial Setup
We begin by connecting to your payment processors and bank accounts through secure, read-only access. You tell us which accounts need reconciliation and how often. We set up the reconciliation framework and establish your chart of accounts structure if needed.
Regular Reconciliation
On your chosen schedule, we download transaction data and bank deposits. Each deposit gets matched to its source transactions. Clean matches get recorded automatically. Discrepancies get flagged for investigation. You receive summary reports showing what was reconciled.
Issue Resolution
When we identify discrepancies, we investigate the cause and document what we find. Most issues resolve through adjusting timing or identifying processor errors. Occasionally we need to contact your payment processor for clarification. You're kept informed of any significant issues.
Ongoing Support
As new payment methods are added or business processes change, we adjust the reconciliation procedures accordingly. You can reach out with questions about specific transactions or deposits. Your books remain current and accurate as your business evolves.
Service Investment
What's Included
- Connection to unlimited payment processors and bank accounts
- Daily, weekly, or monthly reconciliation schedule based on your needs
- Matching of every deposit to its component transactions
- Investigation and resolution of discrepancies
- Detailed categorization of sales, fees, refunds, and chargebacks
- Summary reports showing reconciliation status and any issues
- Properly formatted accounting entries ready for your bookkeeping system
- Email and phone support for questions about specific transactions
Price covers up to 500 transactions per month. Additional volume billed at $0.50 per transaction above this threshold.
Service agreements are month-to-month. Adjust or cancel with 30 days notice.
How This Works in Practice
Transaction reconciliation is methodical work that requires attention to detail and understanding of how payment processors operate. We've developed procedures for handling the common patterns and edge cases that appear in digital commerce transactions.
You'll see results immediately. Your books will accurately reflect transaction activity rather than lump-sum deposits. Discrepancies get caught and resolved within days instead of lingering for months. Your accounting records become reliable source material for financial decisions.
Progress is measured by accuracy and timeliness. Your bank reconciliation completes cleanly each period. Transaction detail is available when you need it. Financial reports show the actual composition of your revenue and costs rather than approximations.
Most clients maintain this service continuously because accurate transaction records become foundational to how they understand their business. The reconciliation process adapts as payment methods change or transaction volume grows.
Our Commitment
If you're not satisfied with the reconciliation service in the first 60 days, you can cancel and receive a refund for the most recent month's fee. This gives you time to evaluate whether our procedures and accuracy meet your standards.
We stand behind the accuracy of our reconciliation work. If we incorrectly match a transaction or fail to identify a discrepancy that later causes problems, we correct the error at no charge and cover any reasonable costs associated with fixing it.
Before you commit, we offer a conversation about your payment processing setup and transaction volume. This helps us confirm that this service addresses your specific reconciliation needs and that the pricing structure makes sense for your business.
Getting Started
Initial Discussion
Contact us to discuss your payment processors, transaction volume, and reconciliation needs. We'll explain how the service works and confirm it fits your situation.
Service Agreement
We send a straightforward agreement outlining the service, schedule, and pricing. You review it, ask any questions, and sign when ready. First month's payment is due at signing.
System Connection
You grant us read-only access to your payment processors and bank accounts. We set up the reconciliation framework and establish procedures for your specific situation.
Ongoing Reconciliation
We begin regular reconciliation on your chosen schedule. You receive summary reports and properly categorized accounting entries. Questions get answered as they arise.
Ready for Clean Transaction Records?
Start with a conversation about your payment processing setup. We'll discuss whether this reconciliation service addresses your needs.
Contact UsOther Services
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