Reconcile payments
Match settled payment evidence to invoices and ledger entries, investigate unmatched or duplicate transactions, and preserve reviewer evidence before close.
| Field | Value |
|---|---|
| Business area | finance |
| Primary role | finance-billing-administrator |
| Frequency | daily |
| Privacy sensitivity | high |
| Security sensitivity | high |
| Compliance review | needed |
Trigger and handoff
Trigger: New bank or payment settlement data becomes available or a reconciliation difference appears.
Inputs
- Bank and processor settlements
- Open receivables
- Ledger and refund records
Outputs
- Matched and posted receipts
- Unapplied or disputed queue
- Reconciliation evidence
Current manual methods
- Bank statement spreadsheet
- Reference matching
- Manual ledger posting
Human judgment and approvals
-
Evaluate ambiguous matches and timing differences
-
Decide whether evidence supports posting or requires inquiry
-
Approval: Independent reviewer approves material manual matches and reconciliation completion
Failure modes
- Similar amount is matched without reliable reference
- Fees or chargebacks are omitted
Success metrics
- Settled funds reconcile to ledger control totals
- Unapplied items age visibly with owners