Payment Reconciliation
Payments matched to invoices, without the line-by-line hunt.
Money arrives in batches and invoices are settled one at a time. Somebody ends up with a payout on one screen and a list of open invoices on another, working out which settles what. It is slow work, it is easy to get subtly wrong, and it usually happens days after the money actually landed.
From payment received to invoice settled, in four steps.
Each payment or payout is read as it arrives: amount, date, payer, reference, and the individual charges inside a batched payout.
The payment is matched against open invoices on reference, amount, and payer, including the case where one payment settles several invoices at once.
A match has to agree on more than the amount. Anything that only nearly fits is set aside rather than forced, and a payment that covers part of an invoice is applied as a part payment rather than closing it.
Clean matches are marked settled in the accounting tool. Part payments, overpayments, and unidentified receipts are set aside with what is known about them.
What changes after we deploy this.
If any of these describe your business, this workflow earns its keep.
A card processor pays out once a day covering many invoices, net of fees. Unpicking that by hand is the single most tedious hour in the week, and it is pure pattern work.
Reconciliation cost scales with the number of invoices, not their value. Past a few dozen a month it stops being a task someone fits in and starts being a task someone puts off.
The worst outcome of late reconciliation is not the admin. It is a reminder going to a customer who paid last week, which costs more goodwill than the invoice was worth.
How long is it between the money arriving and the invoice being marked paid?
Send us a recent payout and a list of open invoices. We will tell you how much of it matches cleanly, and what would have needed a person.
It runs inside the tools you already use.
And 30+ others. If your tool is not listed, ask.
See every integrationThe questions we get before we build.
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What happens when a payment does not match anything?
It is set aside with everything known about it: amount, date, payer, and any reference it carried. It is never forced onto the closest invoice. An unmatched receipt is a five-minute job for a person; a wrongly settled invoice is a customer conversation.
Can it handle one payment covering several invoices?
Yes, and that is the common case with a card payout. The payout is broken back down into the individual charges inside it, and each is matched separately, so fees and refunds do not throw the arithmetic off.
Does it connect to my bank?
Not directly. It works from Stripe and from the bank transactions your accounting tool already pulls in. A direct bank connection needs an Open Banking provider, which is a separate piece of work and a separate conversation.
What about part payments?
The part that arrived is applied and the remainder stays open, so chasing continues for the balance rather than stopping because something was paid. Closing an invoice that is only half settled is the most expensive error in this whole area.
Will it stop the invoice reminders?
If you also run reminders, yes, and that is most of the value. A reminder going to someone who paid last week costs more goodwill than the admin saved, and it usually happens because reconciliation ran days behind the money.
Does it use AI?
Only for reading unstructured references, such as a payer typing an invoice number into a free-text field. The matching itself is arithmetic and rules, so the same payment always produces the same answer.
Other automations that complement this one.
This is the other half of Automated Invoice Reminder: one chases what is owed, the other closes it off when the money lands. Where Invoice Processing captures what you owe, this captures what has been paid to you.
Want to know how much of your reconciliation is mechanical?
Send us a recent payout and your open invoices. We will tell you what would have matched on its own, and what would still have needed you.
Every workflow is a managed monthly service. No credit card, and we respond within one business day.