Invoices to charges
Each invoice in your billing export is matched to its Stripe or PayPal charge by amount, customer reference and date, including partial payments, retries and prorated amounts.
Revenue reconciliation software for SaaS billing, Stripe and the bank
Reconciles is revenue reconciliation software for SaaS companies that bill through Stripe Billing, Chargebee, Recurly or their own invoicing. It proves that what you invoiced was collected and that what was collected reached the bank: each invoice is matched to its charge, each charge to its payout and each payout to the deposit, with fees, refunds, failed payments and disputes split out. Plans are published, from $888 a year, and you can try it on your own files before you sign up.
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Why SaaS revenue rarely ties out on the first try
A subscription business books revenue from one system, collects it through another and sees the cash in a third. The billing system says $212,400 was invoiced in March. Stripe says $204,900 was charged. The bank shows $198,700 in payouts. All three numbers can be right at the same time, and the controller still has to explain every dollar between them before the close is signed.
The gaps come from things SaaS does every day: upgrades and downgrades with prorated credits, annual plans paid upfront, invoices paid by ACH or wire outside the processor, card retries that succeed eleven days later, refunds issued against last quarter's invoice, and Stripe fees that come out of the payout instead of being billed. Each one is small. Hundreds of them make the revenue number impossible to defend from a spreadsheet.
Reconciles turns that explanation into matching work. You bring the exports you already have, and every invoice, charge, payout and deposit is tied to its counterpart with a reason you can show your auditor or your board.
Where SaaS revenue reconciliation usually breaks
- Invoices from the billing system do not carry the Stripe charge ID in the export your accountant uses, so matching falls back to amount and date.
- One Stripe payout covers hundreds of charges, refunds and fees from different days, so no payout ever equals an invoice total.
- Annual prepayments, mid-cycle upgrades and prorated credits make the invoiced amount differ from the first charge.
- Enterprise customers pay by ACH or wire straight to the bank, often one payment for several invoices, sometimes short by a bank fee.
- Failed card payments are retried by dunning and land in a later period than the invoice.
- Refunds, credit notes and chargebacks hit the payout weeks after the original sale and have to be traced back.
Reconciles vs other ways SaaS finance teams reconcile revenue
| Reconciles | Revenue recognition suites | Enterprise matching platforms | Spreadsheets | |
|---|---|---|---|---|
| Examples | Reconciles | Zuora Revenue, NetSuite ARM, RightRev | BlackLine, Leapfin, SolveXia | Excel or Google Sheets |
| Main job | Prove invoices, charges, payouts and bank agree | Schedule and recognize revenue under ASC 606 | Configurable matching for large finance teams | Whatever the formulas do |
| How you buy | Self-serve, published plans | Sales process and quote | Sales process and quote | Already installed |
| Published price | $888 to $5,988 a year billed yearly, or $149 to $999 monthly | Not published | Not published | No license, paid in staff hours |
| Setup | Upload two files, results in minutes | Implementation project | Implementation project | Formulas built by hand |
| Stripe payouts split into charges, fees and refunds | Yes, from the payout reconciliation report | Depends on connector | Yes, with configuration | Manual lookups |
| ACH and wire payments matched to several invoices | Yes, one to many with partial payments | Not their focus | Yes | Manual |
| Revenue schedules and ASC 606 | No, keep your rev rec tool for that | Yes | Some | Manual |
| Best for | SaaS teams that want cash proof every close without an IT project | Companies with complex contracts and audited rev rec | Very high volume enterprises with a systems team | Very early stage |
Revenue recognition suites and Reconciles do different jobs. A rev rec tool decides when revenue is earned. Reconciles proves the cash behind it actually arrived, which is the part auditors test first and the part most rev rec tools leave to a spreadsheet.
What Reconciles matches for a SaaS company
Charges to payouts
Every Stripe payout is rebuilt from its charges, refunds, disputes and fees and matched as one batch, with the reason "payout batch net of fees".
Payouts to the bank
Each payout is matched to its deposit on the bank statement, so the cash side of revenue ties out to the dollar.
Direct payments to open invoices
ACH and wire receipts on the bank statement are matched to open invoices, one payment against several invoices or several payments against one, with short pays flagged.
How to reconcile SaaS revenue in one close
1. Export the invoice list for the month from Stripe Billing, Chargebee, Recurly or your ledger as CSV or XLSX, with invoice number, customer, amount and paid date.
2. Export the Stripe payout reconciliation report, plus PayPal or Adyen reports if you use them, and the bank statement for the same dates.
3. Upload two files at a time: bank against processor first, then processor against invoices, then bank against open invoices for direct payments. Saved rules handle the recurring lines next month.
4. Review the exceptions queue, assign each gap to an owner and export the reconciliation report, or journal entries for fees and refunds to QuickBooks, Xero or NetSuite.
A SaaS month, line by line
Say your billing system issued 1,240 invoices worth $212,400 in March. Stripe charged $203,100 of it by card, four enterprise customers owed $7,500 by wire, and eight card payments worth $1,800 failed. Stripe took $6,120 in fees and refunded $820, so its payouts to your bank totaled $196,160.
Reconciles rebuilds each Stripe payout from its charges, fees and refunds and confirms the payouts equal the $196,160 in deposits. The second run matches 1,228 invoices to their charges. The eight failed invoices have no charge because the retry landed on April 3, so they move to the exceptions queue as timing items with the April date. The wires match the four enterprise invoices, except one customer paid $1,985 against a $2,000 invoice, a $15 bank fee that becomes a short pay exception with a suggested write-off. Nothing about March revenue is left unexplained, and the review takes minutes instead of a day.
Who buys revenue reconciliation software for SaaS
- Controllers and finance leads at US SaaS companies with a few hundred to tens of thousands of invoices a month.
- Teams preparing for a first audit or a fundraise, where investors ask for proof that billed revenue turned into cash, see general ledger reconciliation software.
- SaaS platforms that also collect money on behalf of customers should read marketplace reconciliation software for the payout side.
- Outsourced accountants who close the books for several SaaS clients, see reconciliation software for accountants.
Which plan fits a SaaS company
A seed or Series A company with one entity and Stripe as its only processor usually fits Starter: 3 accounts, 3,000 transactions matched per month, $74 per month billed yearly or $149 monthly. Once you add PayPal or Adyen, a second entity or more than 3,000 transactions a month, Growth gives you all processors, 15 accounts, 20,000 transactions, 5 entities and journal entries for QuickBooks and Xero at $199 per month billed yearly. Scale adds NetSuite journal entries, 100,000 transactions, approvals and the audit log. See the full table on pricing and the Stripe specifics on Stripe reconciliation.
SaaS revenue reconciliation questions
Revenue reconciliation in SaaS is the process of proving that invoiced subscription revenue agrees with the payments collected and the cash deposited in the bank. It matches billing invoices to processor charges, charges to payouts and payouts to bank deposits, and explains every difference such as fees, refunds, failed payments and timing.
Export the Stripe payout reconciliation report and the bank statement for the same period, then match each payout to its deposit. Each payout is the sum of its charges minus refunds, disputes and fees, so you rebuild it from those lines. Reconciles does this in one upload and flags any payout that does not tie.
No. Revenue recognition decides when revenue is earned under ASC 606 and spreads it over the contract. Revenue reconciliation checks that the money for those invoices was actually collected and deposited. Most SaaS companies need both: a rev rec tool for schedules and a reconciliation tool for the cash proof.
Monthly at a minimum, as part of the close. Companies with high card volume or many direct payments often reconcile payouts weekly or daily, because a failed payout or a missing wire is cheaper to chase within days than at month end.
Yes, through their exports. You upload the invoice or transaction export from Chargebee, Recurly, Maxio or Stripe Billing as CSV or XLSX, and Reconciles finds the date, amount, customer and reference columns on its own. On Scale, files can also arrive on a schedule through the API or an SFTP drop.
See where this month's revenue went
Upload a bank statement and your Stripe payout report. You will see which payouts tie, which invoices are still unpaid and how much is missing before you talk to anyone.