Charges to batches
Individual card charges from the processor report are grouped into the batch or payout they were paid in, using the batch, deposit or payout ID when the file has one and the settlement date when it does not.
Credit card processing reconciliation software for merchant deposits
Reconciles is credit card processing reconciliation software for US merchants and the bookkeepers who close their books. Upload the bank statement and the deposit or settlement report from your processor or POS (CSV or XLSX), and every batch is matched to the deposit that actually landed, net of processing fees, tips, refunds and chargebacks. What is left is a short list of deposits that are missing, short or late, each with the dollar difference. Plans are published from $888 a year, and you can run your own files before you sign up.
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Why card deposits never equal the sales report
Your POS says Friday brought in $8,412.37 on cards. On Monday the bank shows $8,127.69. Nothing is wrong, but nobody can prove that without opening three reports. The processor batched the day's charges, took its fees out before paying, netted a refund against the same batch and paid two or three business days later, often combined with Saturday or split away from Sunday.
Multiply that by every location and every day of the month and the card clearing account in QuickBooks or Xero turns into a balance nobody trusts. Fee overcharges, a batch that never settled and a chargeback taken out of a later deposit all hide in that number.
Reconciles does the tie out for every batch. It reads the processor report, groups charges into the batch they were paid in, matches the batch to the bank deposit by net amount and date, and books the fee difference as a journal entry, so the clearing account goes to zero and stays there.
What breaks a credit card deposit reconciliation
- Net deposits. Processors pay sales minus fees, so the deposit never matches gross card sales from the POS.
- Batch timing. A batch closed at 11:40 pm settles a day later than one closed at 10:00 pm, and weekend batches land on Monday and Tuesday together.
- Tips. Card tips are added after authorization, so the batch total is higher than the sales report and lower than what servers were paid out.
- Refunds and chargebacks. They are netted against a later batch or debited separately, sometimes weeks after the original sale.
- Monthly fee debits. Some processors take fees daily, others in one debit at the start of the next month, which shows up as an unexplained withdrawal.
- Several merchant IDs. Each location or terminal settles on its own, so one bank account receives a dozen deposits a day with similar amounts.
Reconciles vs other ways to reconcile processor deposits
| Reconciles | POS or processor reports | Restaurant back office suites | Spreadsheets | |
|---|---|---|---|---|
| Examples | Reconciles | The deposit report inside your POS or merchant portal | Back office accounting add-ons for restaurant groups | Excel or Google Sheets |
| Main job | Match processor batches to bank deposits and the ledger | Show what the processor says it paid | Run inventory, labor and accounting for restaurants | Whatever the formulas do |
| Checks the bank side | Yes, every deposit | No, only the processor's own view | Some | Manual |
| Works with any processor | Yes, any CSV or XLSX export | Only its own | Supported integrations only | Yes, by hand |
| Fees booked for you | Journal entries for QuickBooks, Xero and NetSuite | No | Often | Manual |
| How you buy | Self-serve, published plans | Included | Usually a demo and a quote | Already installed |
| Best for | Merchants, multi location operators and bookkeepers who want every deposit proven monthly | A quick look at one day | Groups replacing their whole back office | A few deposits a week |
Be honest about the gap. Reconciles does not process payments, replace your POS or manage inventory and labor. If you want one back office system for a restaurant group, a suite fits better. If the problem is that card deposits, fees and the clearing account never agree, matching is the part to fix.
What Reconciles matches on a processor deposit
Batches to bank deposits
Each batch is matched to the deposit on your bank statement by net amount and date. Two batches paid together as one deposit are matched many to one, and a batch paid as two deposits is matched one to many.
Fees, refunds and chargebacks
Gross charges minus fees, refunds and chargebacks must equal the deposit. Reconciles checks that equation for every batch, and a deposit that is short by more than the fees shown in the report goes to the exceptions queue with the exact difference.
Deposits to your ledger
The card clearing or undeposited funds account in QuickBooks, Xero or NetSuite is matched to the same deposits, and the fees become journal entries you can import, so the ledger, the bank and the processor all tell the same story.
How to reconcile credit card processing with Reconciles
1. Export last month's deposit or settlement report from your processor or POS portal as CSV or XLSX. Most portals have a deposits, payouts or funding report with one line per batch or per transaction.
2. Download the bank statement for the account the deposits land in, as CSV, XLSX, OFX, QFX or a PDF statement once you have an account.
3. Upload both. Reconciles reads the columns on its own, groups charges into batches, matches every batch to its deposit and saves the rules, so next month runs with less review.
4. Work the exceptions queue: missing or short deposits, chargebacks taken from a later batch and deposits that differ from the report by more than the fees. Then export the reconciliation report and the fee journal entries.
One weekend of card deposits, reconciled
A two location restaurant closes card batches on Friday, Saturday and Sunday. The processor report shows Friday gross of $8,412.37, made of $7,250.00 in card sales and $1,162.37 in card tips. Fees on that batch are $246.18 and a $38.50 refund from Thursday is netted against it.
Reconciles expects a deposit of $8,127.69 and finds it on Monday's bank statement, matched with the reason "batch net of fees and refund". Saturday's two location batches arrive as one combined deposit on Tuesday and are matched many to one. Sunday's batch for the second location never shows up. It goes to the exceptions queue as a missing deposit of $3,904.12, three business days late, with the merchant ID and batch number you need when you call the processor.
The fee journal entry for the weekend is ready to import, and the card clearing account shows exactly one open item, the missing Sunday deposit, instead of a balance nobody can explain.
Who buys credit card processing reconciliation software
- Restaurant and hospitality operators with several locations and a merchant ID per location, who want every card batch tied to the bank before the month closes.
- Retailers and service businesses that take cards in store and online, with one processor for the terminal and another for the website. See payment reconciliation software for online processors.
- Bookkeepers and outsourced accountants who clean up the card clearing account for several clients every month, see reconciliation software for accounting firms.
- Controllers who already reconcile the bank account and want the deposit side proven batch by batch, see bank reconciliation software.
Corporate cards are a different job: matching employee card charges to expenses is covered on our credit card reconciliation software page.
Which plan fits card deposit reconciliation
A single business with one processor and one or two bank accounts usually fits Starter: 3 accounts, 3,000 transactions matched per month and 1 processor, $74 per month billed yearly or $149 monthly. Multi location operators with several processors or merchant accounts, and bookkeepers working for several clients, usually need Growth: 15 accounts, 20,000 transactions, all processors, 5 entities and fee journal entries for QuickBooks and Xero, $199 per month billed yearly. Groups that need NetSuite entries, approvals and an audit log move to Scale. Full details are on the pricing page.
Credit card processing reconciliation questions
Match each processor batch to a bank deposit. Start from the processor's deposit report, take gross card sales and tips for the batch, subtract fees, refunds and chargebacks, and confirm the result equals one deposit on the bank statement. Anything that does not tie is a missing, short or late deposit to raise with the processor.
Because processors pay the net amount on a delay. Fees, refunds and chargebacks come out before the money is deposited, tips change the batch total, and batches closed late at night or on weekends settle on a later day, sometimes combined into one deposit. Matching batch by batch explains the difference.
Book card sales gross to the clearing or undeposited funds account, then record fees as an expense when the net deposit arrives, so the clearing account reaches zero. Reconciles calculates the fee for each batch from the processor report and exports it as a journal entry for QuickBooks, Xero or NetSuite.
Most US processors deposit one to three business days after the batch closes. Next day funding is common for an extra fee, and weekend and holiday batches usually land on the next business day. A deposit later than your usual timing is worth checking, which is why Reconciles flags deposits by days late.
Yes, if you can export the report as CSV or XLSX. Reconciles reads columns by content rather than by a fixed template, so deposit, payout and settlement reports from POS systems and merchant portals work without a connector. Stripe, PayPal, Adyen, Shopify Payments and Amazon reports are recognized as well.
Partly. It proves every batch was deposited and that fees equal what the report shows. It does not audit interchange rates line by line or negotiate your pricing, so keep reviewing the monthly merchant statement for rate changes. The exceptions queue tells you which months need a closer look.
See which card deposits never arrived
Upload last month's processor deposit report and the bank statement. In a few minutes you will see every batch matched, the fees for the month and any deposit that is still missing.