Finance teams manually matching settlement files by channel
File formats and currencies that differ per channel are converted into standard fields, removing the step of copying figures across by hand.
Reconciliation Automation
A reconciliation automation service that matches settlement files differing from channel to channel by rule and passes only the differences that remain to a person.
- Payments
- Integration
- Operations
- Risk response
01Overview
Service overview
Reconciliation Automation ties orders, authorizations, and deposits to a shared key, matches them by rule, and passes only the exceptions to a person. The material is order data from your own store and marketplaces, WooCommerce included, together with provider deposit and fee records. Domestic PGs, wallets, and overseas payments all land in the same set of fields.
02Who it fits
Where it fits
Organizations that cannot trace mismatch causes and actions
Each difference gets a type code, and the outcome and the person who handled it stay on the record.
Finance leads whose close slips every month with no clear cause
Auto-match ratio and open exceptions are counted by day, so where things run late is visible before the close, not after it.
03What we deliver
Scope of delivery
01
Settlement ingestion and normalization
Files and API data from your own store, marketplaces, and providers are converted into agreed fields and collected. When a format changes, only the conversion rule is edited, and the original file is kept as it arrived.
02
Rule-based automatic reconciliation
Rules combining amount, date, and transaction identifier find the pairs and match them automatically. Differences inside tolerance, such as fees, rounding, and currency conversion, are cleared at the rule stage.
03
Exception workflow and audit trail
Unmatched items are assigned by type and every action is recorded. How many remain open and when each was resolved is read straight off in the close meeting.
How the service works
Turn transaction data into closing evidence
Reconcile orders, authorizations and deposits using shared keys, then carry exception records through closing.
Collect and standardize data
Reconcile with shared keys and rules
Resolve exceptions and record closing
04Why this way
Points of difference
Each point lists the deliverable that backs it.
The rules are written by the team that built the integrations
Domestic PGs, wallets, and overseas payments such as PayPal and Stripe have all been integrated by this team directly. The rules start from the fact that field names, deposit cycles, and the point at which fees are applied differ from one provider to the next. Transaction states and the owning teams are mapped first, so an item that fails to match already has someone to go to.
Backed by
- Transaction state map and RACI
- Integration spec and exception design
Client work · Artist platform
Artist platform, company A — point top-up and management
Top-up, spending, and balance were settled into one state model and attached to the running service.
Learn moreMatching is not the finish line, the close is
Reconciliation is not an end in itself; it exists to close the books. The matched results feed journal entries, receivables management, and the fee report per channel, and the closing checklist lives inside the system. Which rule joined which two records, on what condition, is kept per item along with every change to that rule, so an audit does not redo the same calculation.
Backed by
- Reconciliation rules and runbook
- Settlement report template and anomaly rules
Client work · AI character chat
AI character chat, company M — payment integration
Authorization, cancellation, and refund states were fixed first, and the provider was connected on top of them.
Learn more05How to start
From first call to kickoff
Every stage ends with an agreed scope and a deliverable in your hands.
Step 01
Map the transaction
We write out every transaction state and its owning team from authorization through cancellation, refund, and settlement in one state map.
DeliverableTransaction state map and RACI
Step 02
Integrate safely
We build the APIs, security, and data flows assuming failure, retry, and duplicate authorization, then verify them in the sandbox.
DeliverableIntegration spec and exception design
Step 03
Operate and reconcile
We join monitoring, exception handling, and reconciliation into one loop and classify the cause of any anomaly on the day it occurs.
DeliverableReconciliation rules and runbook
Step 04
Stabilize settlement
We hold the closing cycle and fix the report format and anomaly rules so every difference can be explained at T+1.
DeliverableSettlement report template and anomaly rules
06Contract options
Ways to work together
- Remote delivery
- Fixed price
07Service levels
Service levels
Same day
Suspicious transactions traced to cause
T+1
Settlement reconciliation report
3routes
Domestic PG, wallets, and overseas payments
08Example engagements
Client work and example engagements
Work we took on, plus example engagements where we have no case yet.
All client workA finance team re-matching settlement files in spreadsheets every month-end
Imagine a finance team reconciling owned-store, marketplace, and provider files in spreadsheets, where settlement cycles and fee structures differ by channel and every month end means redoing the same calculation.
Example approachNormalize around common transaction keys, then create matching rules and cause-based exception flows.
Intended directionRoutine matching runs on its own, and every remaining difference keeps its cause and its handling on record.
Artist platform, company A — point top-up and management
The platform needed a way to top up and manage the points used in artwork transactions.
What we doTop-up, spending, and balance were settled into one state model and attached to the running service.
What it leavesTransactions that move on points rather than a payment method sit in the same record.
AI character chat, company M — payment integration
A service built with generative tooling had to take payments for the first time.
What we doAuthorization, cancellation, and refund states were fixed first, and the provider was connected on top of them.
What it leavesIt went into operations with no transaction left in an unknown payment state.
09FAQ
Frequently asked questions
It can. The calculation rules in your current sheet are read and carried across as rules. Exceptions that were judged by eye have to be written down as conditions, so the last few months of real cases are reviewed together.
Yes. We usually design the integration and operating procedures around the contracts already in place, and when fee or settlement-cycle terms change, only the reconciliation rules need to be re-aligned.
By default we store no card data and use provider tokens instead. Data retention scope and access rights are defined at design time, and processing records and access logs are kept as the evidence each standard requires.
You can run it in-house, jointly, or hand it to us. In every case you receive the reconciliation rules, the incident runbook, and the provider escalation contacts, so the procedure survives a change of owner.
We configure reports and detection rules to explain differences at T+1. Transaction states for authorization, cancellation, refunds, and settlement are aligned with reconciliation rules so the origin of a difference can be traced.
Read access comes first. Transaction views, logs, and provider administration are opened only to the scope needed for intake and diagnosis. Refund execution and rule-change permissions are assigned after approval procedures are defined.
We share the findings from the first stage, then agree scope and schedule on that basis before delivery. A finished request for proposal is not required: the current environment and the outcome you want are enough to start.
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2026-09-26 · 16 min read
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12Related resources
Resources for this service
Guides and checklists you can use during review and kickoff.
See all resources
Guides
2026.07.02
Payment reconciliation rules and operations runbook template
A template covering the axes reconciliation rules stand on, what to open first when a mismatch appears, and what belongs in each field of the runbook.
Contact
Contact us
Tell us your current environment and target outcome, and our team will review it and reply.
Direct line
Phone lines are open weekdays 09:00–18:00
ServiceReconciliation Automation
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- Retention · 36 months from the date consent is given
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