What is payment reconciliation? Matching every payment to its invoice
By SendPay Business · · 2 min read
Payment reconciliation means checking that the money you expected to receive matches the money that actually arrived. Each payment in your bank account is matched to the invoice, order or sale it belongs to, so nothing is missed or counted twice.
Why the numbers don't always match
- Card payments arrive days later and often in one batch, with fees taken off.
- Customers pay the wrong amount, pay twice, or forget the reference.
- Refunds and chargebacks come out of later payouts.
A simple routine
- Download your bank and payment statements for the period.
- Match each payment to its invoice or sale, starting with exact amounts.
- List anything left over and chase or correct it.
- Do it at least monthly, or weekly if you take lots of payments.
Make it easier
Give every invoice a unique reference and ask customers to use it. Payment links tied to a specific invoice make matching almost automatic, because each payment already knows what it's for.
Where SendPay fits
SendPay platforms include accounts, invoicing and payment links under your own brand, powered by licensed partners. You can preview your platform before you pay.
Build it
Create your own financial platform.
Pick a template, name it, brand it, preview every page before you pay. Your brand, your users, your fees.
Build my platform →Questions people ask
Does my payout add up?
Check what should have arrived against what did.
Payout reconciliation calculator →What is payment settlement?
When the money from a payment actually moves.
What is payment settlement? →Read next
This guide is general information, not legal or financial advice. SendPay Business is a technology company, not a bank, and does not take deposits; regulated services on the platforms are provided by licensed partners. PayPal, Patreon and Substack are named as reference points only and are not affiliated with SendPay Business.