Matching is easy. The last 5% takes all week.
Gateways pay in lump sums that span weekends. Some hide their fees. Customers split one payment across two banks. Names don't match. Software can't settle those alone, and people shouldn't be downloading reports to find them.
Today: one week of settlements, six places
Every week- 01 POS export pasted into a shared sheet
- 02 Reports downloaded from each payment portal
- 03 Bank lines searched by date and amount
- 04 "Who paid $4,000 twice on the 14th?"
- 05 Recon
_Oct _v5 _FINAL.xlsx - 06 CSV built and uploaded to the ERP
With Spaces: one thread, every day
Daily, not weekly- AI agent Logs into each portal and downloads the settlements
- AI agent Pulls POS orders and the bank feed, matches line by line
- AI agent Explains transit and fees; asks one question per exception
- Store ops Confirms split payments and duplicate amounts
- Finance Approves fees and adjustments; the agent posts them to the ERP
- 01
Collect every statement.
Agents log into each payment portal with view-only access and handle the login codes. Bank lines come straight from your ERP feed.
- 02
Match order by order.
Lump-sum payouts across weekends, fees a gateway doesn't itemize, and payments that land days late are all worked out.
- 03
Ask the store, not the spreadsheet.
Split payments and same-day duplicate amounts go to the person who saw the sale, with the evidence attached.
- 04
Finance signs off.
Refunds, chargebacks and sales differences become proposed entries. Nothing posts until someone approves.
Run it side by side with your current reconciliation. Unexplained bank lines come with a drafted bank query, and short payments with a drafted customer follow-up.
Matched by channel
October-
Card gateway A 1,825 / 1,842 · 99.1%
-
Card gateway B, lump-sum payouts 1,276 / 1,310 · 97.4%
-
Bank transfers and QR 1,422 / 1,566 · 90.8%
-
Cash 289 / 312 · 92.6%
The 218 that didn't match
Agent explained Needs a person
- In transit, next payout
- 140
- Partner fees
- 61
- Split or duplicate payments
- 11
- Refunds and chargebacks
- 6
