Online Pharmacy Reconciliation Case Study

An online pharmacy and healthcare services business needed a better way to reconcile high-volume transactions across internal sales records, payment gateway reports, and courier partner data. Its previous reconciliation tool had been discontinued, and the finance team needed a flexible, reusable system that could support recurring close cycles without relying on manual spreadsheet checks.

Cointab provided a structured reconciliation workflow that helped the team upload files, map key fields once, run reconciliation, and review matched, partially matched, unmatched, and skipped transactions in a clear report. The result was a faster process with better visibility into open items and fewer repetitive manual steps.

Reconciliation challenge

Healthcare commerce businesses often deal with multiple transaction sources at once. In this case, the team had to compare:

• Internal sales and order data on Side A
• Payment gateway data on Side B
• Courier or delivery partner records for additional transaction verification
• Supporting data needed for lookups, enrichment, and investigation

That combination made reconciliation time-consuming. Finance users had to cross-check order references, payment confirmations, remittances, and exceptions manually, which slowed the close process and made reporting harder to standardize.

Why the team needed automation

The business was looking for more than a basic file comparison tool. It needed a reconciliation platform that could:

• Support recurring monthly workflows
• Handle large transaction volumes without heavy spreadsheet work
• Reuse the same setup across periods
• Show clear reconciliation statuses for matched, partially matched, unmatched, and skipped rows
• Produce audit-ready reports that finance teams could review and share internally

This is where Cointab fit the use case well.

How Cointab was used

The team configured a reconciliation workflow in Cointab using the Side A / Side B model:

Side A: internal records

The business uploaded its source-of-truth sales and order data as the expected internal record set.

Side B: external records

The team uploaded payment gateway and courier partner files as the external record set for comparison.

Field mapping and data preparation

Key fields such as dates, amounts, and identifiers were mapped so the reconciliation engine could compare records consistently. Where needed, supporting files were also used to enrich or prepare the data before running the match.

Reusable reconciliation setup

Once configured, the workflow could be reused for future periods instead of being rebuilt each month. That helped the finance team work faster and reduced the risk of inconsistent spreadsheet logic.

Structured matching and review

Cointab applied structured matching logic to identify transactions that were:

• Fully matched
• Partially matched
• Unmatched
• Skipped

The team could then review exceptions, investigate unresolved items, and use manual matching when a clear business justification existed.

What changed after implementation

With Cointab in place, the team moved away from repeated manual comparisons and into a more standardized reconciliation process.

Faster monthly close

According to the case study, monthly reconciliation time dropped from 15 days to 5 days. That gave the finance team more time to focus on reporting, investigation, and period-end control instead of repetitive matching work.

Better accuracy and visibility

The team reported near-100% accuracy after automating the process. More importantly, the reconciliation report made it easier to see what matched, what was still open, and what needed follow-up.

Improved productivity

Because the workflow was structured and reusable, the finance team could handle the reconciliation process with less manual effort. That improved day-to-day productivity and reduced pressure during close.

More useful reporting

Detailed transaction-level reports gave the team a stronger view of differences between internal records and external statements. This made exception handling, follow-up, and audit preparation more manageable.

What made the workflow effective

Several product capabilities were especially relevant to this use case:

• Clear Side A and Side B setup for internal and external records
• Reusable workflows for recurring reconciliation periods
• Support for matched, partially matched, unmatched, and skipped items
• Manual match options for unresolved transactions
• Downloadable Excel reconciliation reports for internal review
• A dashboard that keeps prior runs available for reference

For a healthcare commerce business, that combination matters because transactions may include payments, refunds, deductions, settlement differences, and partner-related exceptions that are not easy to manage in spreadsheets alone.

Why this case study matters for finance teams

This example reflects a common pattern in finance operations: the reconciliation process becomes harder as transaction volume grows and as more systems are added. Payment gateways, courier partners, internal order systems, and supporting files all need to align before the books can be trusted.

Cointab helps finance teams replace repeated manual checks with a structured reconciliation process that is transparent, reviewable, and easier to reuse. For healthcare commerce teams in particular, that means more control over payment and settlement matching, fewer spreadsheet dependencies, and a clearer path to audit-ready reporting.

Outcome

The overall result was a more efficient reconciliation process that reduced close time, improved reporting clarity, and gave the finance team a reusable workflow for future periods. Instead of rebuilding the same process every month, the team could rely on a consistent reconciliation setup and focus on resolving the exceptions that actually needed attention.