Revolut Payment Gateway Reconciliation

Reconcile Revolut payment data against your internal records with a structured workflow that helps finance teams spot missing transactions, settlement differences, refunds, and unresolved exceptions. Cointab is built for payment reconciliation, but it also works across website reports, ERP exports, and bank statements, so teams can review the full payment lifecycle in one place.

What Revolut payment gateway reconciliation covers

When a business uses Revolut for accepting payments, finance teams usually need to compare multiple records to make sure the numbers tie out. The most common reconciliation flow includes:

Side A: your internal records such as website sales, order data, ERP exports, or books
Side B: Revolut records such as settlement reports, refund reports, or payout-related files
Supporting records such as bank statements or reference files when additional checks are needed

This helps teams verify whether a payment was captured, settled, refunded, deducted, or left open as an exception.

Common Revolut reconciliation scenarios

Website or sales report vs Revolut settlement

This is the most common use case for payment teams and eCommerce finance teams. The internal sales report is compared with Revolut settlement data to identify:

orders that were paid but not settled
settlements that do not appear in the sales report
amount differences caused by fees, refunds, or partial payments
duplicate or missing references

ERP vs Revolut payment records

Finance teams often need to reconcile what the ERP shows against what Revolut processed. This helps identify:

entries missing from the ERP
revenue posted incorrectly
unsettled receipts
timing differences between operational and accounting records

Bank statement vs Revolut payout data

When Revolut payouts are received in the bank, the bank statement can be compared with Revolut settlement or payout records to confirm that amounts were received correctly. This is useful for:

payout verification
identifying short payments or deductions
spotting missing settlements
matching bank receipts to payment activity

Refund reconciliation

Refunds are a frequent source of open items in payment operations. Cointab can help teams compare refund-related data across systems so they can review:

refunded transactions
refund timing differences
partial refunds
refunds that were initiated but not reflected in internal records

How Cointab structures the reconciliation

Cointab uses a clear Side A and Side B model so finance teams know exactly which records are being compared.

Side A: your records

Side A usually contains the records your business expects to be correct. For Revolut-related reconciliation, this may include:

sales or order reports
ERP exports
ledger data
internal payment registers
receivable or settlement working files

Side B: Revolut records

Side B contains the external records received from Revolut or other related systems. These may include:

settlement reports
refund reports
payout files
bank-received settlement references

Optional supporting data

Supporting data is not reconciled directly. It can help enrich or prepare the main records before matching. Examples include:

product or SKU master files
mapping files
tax or fee reference sheets
order metadata
customer or merchant lookup files

Matching logic for payment reconciliation

Revolut reconciliation is rarely just a one-to-one match. Finance teams often need to handle more complex cases, and Cointab supports structured matching across different scenarios:

one-to-one matching
one-to-many and many-to-one matching
grouped matching
net-to-net comparison
partial matching
contra-style matching where relevant

The system compares key identifiers such as:

order ID
transaction ID
payment reference
settlement ID
bank UTR
invoice number

It can also use amount and date logic to support matching where references are incomplete or slightly different.

Handling matched, partially matched, unmatched, and skipped records

Cointab separates reconciliation results into clear categories so finance teams can focus on exceptions instead of reviewing every row manually.

Fully matched

Fully matched records are those where identifiers and amounts align according to the configured rules. These are the transactions finance teams can review quickly and close with confidence.

Partially matched

Partially matched records are related transactions where identifiers match but amounts differ. This is important for payment reconciliation because differences may be caused by:

gateway fees
refunds
partial captures
deductions
rounding differences
settlement adjustments

Unmatched

Unmatched records are transactions found on one side but not the other. In a Revolut workflow, this may indicate:

a payment that was captured but not settled
a settlement line that cannot be tied back to the sales report
a bank receipt that does not map to Revolut activity
a missing internal entry

Skipped

Skipped records are rows that were not used in reconciliation because they were incomplete, invalid, or excluded by rule. Showing skipped records helps finance teams understand what was left out and why.

AI-assisted support for open items

After structured matching is complete, Cointab can help analyze the open items that remain. AI is used conservatively and only where the evidence is strong enough to support reviewable analysis.

For Revolut reconciliation, AI can help with:

difficult references or descriptions
missing identifiers
open items with partial context
likely reasons for differences
suggested next steps for review

AI also helps users create derived columns using natural language, which is useful when a reconciliation needs a cleaned reference, a net amount, or a custom matching field.

Reusable workflow for recurring reconciliation

Revolut reconciliation is rarely a one-time task. Most finance teams need to repeat the same process every day, week, or month. Cointab is designed so the workflow can be set up once and reused.

A typical recurring workflow looks like this:

Select the existing reconciliation setup
Choose the required period
Upload the latest files or receive them automatically
Map the fields if needed
Run reconciliation
Review the report and exceptions
Export the results for internal review or downstream use

This helps reduce repeated spreadsheet work and keeps the process consistent across reporting periods.

Automated data flow for Revolut workflows

For teams that do not want to upload files manually every time, Cointab supports automated data flow through email, SFTP, or API-based input. That makes it possible to turn a Revolut reconciliation workflow into part of the finance operating process rather than a manual month-end task.

Automation can help teams:

receive source files on a schedule
validate incoming formats before reconciliation
run reconciliation automatically once files arrive
deliver outputs back to internal systems
keep finance, accounting, and reporting teams aligned

Report output for finance and audit teams

Once reconciliation is complete, users can review a report dashboard with transaction-level detail. The output is designed to support finance review, partner follow-up, and audit preparation.

Typical report views include:

summary totals
fully matched transactions
partially matched transactions
unmatched transactions
skipped transactions
filters for deeper analysis
downloadable Excel reports

This makes it easier to document how Revolut-related receipts, settlements, refunds, and exceptions were handled.

Why finance teams use Cointab for Revolut reconciliation

Teams use Cointab when they need more control than spreadsheets can provide and more flexibility than a single-purpose bank or payment tool. The platform helps finance teams:

compare internal and external payment records in a structured way
reduce manual matching effort
keep reconciliation logic reusable
separate open items clearly
maintain a reviewable audit trail
support team-based work in one shared workspace

FAQ

What data can be reconciled in a Revolut workflow?

You can reconcile internal sales or ERP records against Revolut settlement, refund, payout, or related bank records. Supporting files can also be used to enrich or prepare data before matching.

Can Cointab handle refunds and partial differences?

Yes. Refunds, partial matches, and amount differences can be reviewed as part of the reconciliation report, which helps finance teams identify what changed and why.

Is this only for Revolut payment gateway reconciliation?

No. Revolut is one use case, but the same reconciliation engine can be used for other payment, bank, marketplace, vendor, and custom reconciliation workflows.

Can recurring Revolut reconciliation be automated?

Yes. Once a reconciliation setup is configured, it can be reused and automated through email, SFTP, or API-based data flow, depending on the workflow.

What if a file was missed during reconciliation?

The missed file can be uploaded under the same reconciliation and the report can be refreshed, which is useful when partner data arrives late or in stages.