Mollie Payment Gateway Reconciliation with Cointab

Reconcile Mollie payments with internal records

Finance teams that use Mollie often need to compare payment gateway data with internal sales, ERP, website, and bank records. Manual Excel checks can work for small volumes, but they become slow and difficult to audit as transaction counts grow.

Cointab helps teams run Mollie payment gateway reconciliation in a structured workflow. Upload Side A and Side B files, map the required fields, run reconciliation, and review matched, partially matched, unmatched, and skipped transactions in one place.

This makes it easier to identify payment differences, missing settlements, refunds, deductions, and bank posting gaps without rebuilding the same spreadsheet process every month.

What can be reconciled in a Mollie workflow

A Mollie reconciliation setup can compare any two sides of financial or operational data. For many teams, the most common workflows include:

• Sales or order data vs Mollie payment records
• Mollie settlement reports vs ERP exports
• Mollie payments vs bank statements
• Website orders vs payment confirmations
• Refund or return reports vs internal books
• Customer receipts vs payment gateway activity

In Cointab, Side A usually contains the records your business expects to be correct. Side B contains the records received from Mollie or another external source. This clear separation helps finance teams understand what matched and what needs review.

How Cointab handles Mollie payment reconciliation

Cointab uses a reusable reconciliation flow that keeps the process consistent for every run.

1. Upload the source files

Users can upload CSV, XLS, or XLSX files for the records they want to compare. In a Mollie workflow, this might include:

• Internal sales or order reports
• Mollie settlement exports
• Refund or return files
• ERP or ledger extracts
• Bank statements

2. Map the fields

For each report, users map key fields such as:

• Date
• Amount
• Order ID or transaction reference
• Payment reference
• Settlement ID
• Bank UTR or other identifier

If needed, users can also upload supporting data to enrich the primary reports before reconciliation starts.

3. Create derived columns when needed

Some reconciliation setups need calculated fields before matching can happen. Cointab supports derived columns on both sides.

Examples include:

• Clean payment reference
• Net amount after fees
• Refund amount as negative
• Normalized order ID
• Amount excluding tax

Users can create these using AI-assisted formula generation, which is useful when the business logic is clear but manual formula writing is time-consuming.

4. Run reconciliation

Once the files and fields are ready, users run reconciliation manually or schedule it to run automatically. The system applies structured matching logic and then reviews the remaining open items with AI where appropriate.

5. Review exceptions

After the run, finance users can review:

• Fully matched transactions
• Partially matched transactions
• Unmatched transactions
• Skipped records

This makes exception handling much easier than reviewing every row in a spreadsheet.

Common Mollie reconciliation scenarios

Mollie payments vs website orders

This workflow is useful when the business wants to ensure that every paid order on the website is reflected in payment records.

Typical checks include:

• Order found on both sides
• Order found in payments but missing from the website report
• Amount recorded differently across systems
• Refunded or cancelled orders needing separate treatment

Mollie settlements vs ERP

Finance teams often compare Mollie settlement reports with ERP exports or ledger data to make sure settlement entries are posted correctly.

This helps identify:

• Missing postings
• Duplicate postings
• Fee and deduction differences
• Net settlement amounts that do not tie out

Mollie payments vs bank statement

A bank reconciliation layer is often needed to confirm whether Mollie payouts and bank deposits align with expected receipts.

This is especially useful when:

• Payout timing differs from transaction timing
• Amounts are netted after fees
• Adjustments or chargebacks appear later
• Bank entries need to be matched against aggregated payouts

Mollie refunds and returns

Refunds can create differences between sales data, payment gateway reports, and books. Cointab helps teams isolate those records so they can be reviewed as exceptions instead of being mixed into the main payment flow.

What the reconciliation report shows

Once reconciliation is complete, teams can review a report dashboard with clear transaction-level visibility.

The report typically shows:

• Summary totals
• Matched records
• Partially matched records
• Unmatched records
• Skipped records
• Filters for deeper analysis
• Detailed record views
• Downloadable Excel output

This gives finance teams an audit-friendly record of what was matched and what still needs attention.

Fully matched records

These are transactions where the identifier and amount align according to the reconciliation logic.

Partially matched records

These are transactions where the identifier matches, but the amount differs. In a Mollie workflow, this can happen because of fees, deductions, refunds, partial payments, or posting differences.

Unmatched records

These are records present on one side but not found on the other. For example, a payment may appear in Mollie but not in the internal order report, or an internal sale may not yet appear in the gateway data.

Skipped records

Skipped rows are excluded from matching because of missing required data, invalid values, or file-format issues. Showing skipped records helps finance teams understand what was ignored and why.

Why finance teams use Cointab for Mollie reconciliation

Cointab is designed to reduce repetitive reconciliation work while keeping the process transparent and reviewable.

Key benefits include:

• Faster reconciliation compared with manual Excel work
• Consistent matching logic across every run
• Clear separation of matched, partially matched, unmatched, and skipped records
• Reusable setups for recurring periods
• Manual match options for exceptions that need human review
• AI support for difficult open-item analysis
• Audit-ready Excel reports for review and follow-up

For recurring payment operations, this means the same reconciliation can be reused every day, week, or month without rebuilding the setup each time.

Reusable workflows for recurring periods

Mollie reconciliation is rarely a one-time task. Most finance teams need the same process for monthly close, daily payment review, or settlement follow-up.

Cointab supports reusable reconciliation setups so teams can:

• Select an existing workflow
• Choose the period
• Upload or receive the required files
• Run reconciliation again
• Review the updated report

This reduces repeated configuration work and makes it easier to maintain a standard process across periods.

Automation for recurring Mollie reporting

For teams that want less manual work, Cointab can also support automated data flow through email, SFTP, or API-based input and output.

That means reconciliation can become part of the finance operating rhythm instead of a one-off spreadsheet task.

Typical automation use cases include:

• Receiving payment reports on a schedule
• Loading settlement files when they arrive
• Running reconciliation after all required files are available
• Sending output back to internal systems for downstream use

Team-based reconciliation for finance operations

Cointab supports team workspaces so finance, accounting, and operations teams can work in one shared environment rather than passing Excel files around.

This is helpful when multiple users need to:

• Review the same reconciliation history
• Understand who ran a report
• Share responsibility for exception handling
• Keep an audit trail of changes and manual matches

FAQs

What is Mollie payment gateway reconciliation?

It is the process of comparing Mollie payment records with internal business records such as sales, orders, ERP data, refunds, or bank statements to identify matched and unmatched transactions.

Can Cointab reconcile Mollie data with ERP and bank statements?

Yes. Cointab can be used to compare Mollie-related files with ERP exports, bank statements, website data, and other internal or external records in a structured workflow.

Does the platform support refunds and partial differences?

Yes. Cointab separates fully matched and partially matched records, which helps finance teams review amount differences, refund-related items, and other exceptions.

Can the same Mollie reconciliation setup be reused?

Yes. Once a reconciliation is configured, it can be reused for future periods instead of being rebuilt from scratch each month.

What happens if a file was missed?

Users can upload the missed file under the same reconciliation and refresh the report so the new data is included in the workflow.