Popular reconciliation template
Sales vs Payment Gateway Reconciliation
Reconcile internal sales or order records with payment gateway reports to match payments, refunds, fees, settlements, payout amounts, and open items in one structured workflow.
View demo reportReconcile sales records with payment gateway transactions
Payment gateway reports can include successful payments, failed payments, refunds, fees, settlements, chargebacks, and payout amounts. Cointab helps bring these into a clear reconciliation report.
The Sales vs Payment Gateway reconciliation helps finance teams compare internal sales, order, or ERP records with payment gateway transactions and settlement reports.
This helps finance teams answer questions such as:
- Which sales orders were successfully paid?
- Which paid transactions are missing from internal sales records?
- Which sales are unpaid or not found in the payment gateway report?
- Which refunds or chargebacks reduced the settlement amount?
- Which fees, deductions, or taxes explain the difference?
- Which payments were settled by the gateway?
- Which settlement or payout entries do not have matching sales?
- Which items need follow-up, adjustment, or internal review?
This template is useful for eCommerce brands, D2C companies, SaaS businesses, marketplaces, finance teams, and accounting teams that need a repeatable payment gateway reconciliation process.
Required files for this template
Cointab's ready-made workflow is designed around common sales, payment gateway, refund, and settlement reports used for payment reconciliation.
| Data source | Example records |
|---|---|
| Sales / Order Report | Used as the internal source-of-truth report containing order IDs, customer payments, sales amounts, transaction dates, order status, and expected payment values. |
| Payment Gateway Transaction Report | Used to compare internal sales records with payment gateway transactions such as successful payments, failed payments, refunds, and payment references. |
| Settlement / Payout Report | Used to compare payment gateway transactions with the amount settled or paid out by the payment gateway. |
| Refund / Chargeback Report | Used where refunds, failed transactions, reversals, chargebacks, or payment adjustments need to be reconciled separately or enriched into the workflow. |
| Bank Statement | Optional, but useful if the finance team also wants to compare payment gateway settlements with final bank credits. |
| Internal Books / ERP Report | Optional, but useful if the team wants to compare sales and payment gateway data with accounting, ERP, or ledger records. |
| Supporting Data | Optional supporting files for customer mapping, order metadata, tax mapping, fee logic, payment method mapping, store mapping, or other enrichment. |
What Cointab matches in payment gateway reconciliation
Cointab compares sales, payments, refunds, settlements, fees, payout records, and optional bank or ERP data across reports.
Sales and order records
Match internal sales, order, or invoice records with corresponding payment gateway transactions.
Successful payments
Identify whether each internal sale has a successful payment recorded in the payment gateway report.
Failed or missing payments
Detect orders that appear in sales records but do not have a successful matching payment.
Refunds and chargebacks
Identify whether refunds, reversals, chargebacks, or failed payment adjustments are correctly reflected in the payment gateway reports.
Fees and deductions
Track payment gateway fees, processing charges, taxes, platform deductions, or other adjustments where available.
Settlement and payout amounts
Compare expected payment amounts with settlement or payout records from the payment gateway.
Bank credits, if added
If bank statements are included, Cointab can also compare gateway payouts with actual bank credits.
Internal records, if added
If ERP, books, or ledger data is included, Cointab can compare sales and payment records against internal accounting records.
Common payment gateway reconciliation exceptions
Cointab helps finance teams focus on payment differences instead of manually reviewing every sales and gateway transaction.
Sale not paid
A sale appears in the internal sales report but is not found as a successful payment in the payment gateway report.
Payment without matching sale
A payment gateway transaction appears without a clear matching order, invoice, or sales record.
Amount mismatch
The order or transaction reference matches, but the sales amount and payment amount are different.
Refund or chargeback difference
A refund, reversal, chargeback, or failed payment adjustment does not match expected records.
Fee or deduction difference
Gateway fees, processing charges, taxes, or other deductions explain part of the settlement difference.
Settlement timing difference
A payment belongs to one sales period but is settled in a later payout cycle.
Payout not received in bank
A payment gateway settlement is expected, but the matching bank credit is missing or delayed.
Duplicate or repeated entry
The same order, payment, refund, or settlement entry appears more than once or is included in multiple files.
Missing or unclear reference
Order ID, transaction ID, payment reference, UTR, or settlement ID is missing, incomplete, or appears inside a description field.
Skipped record
A row cannot be reconciled because required data is missing, invalid, duplicate, incomplete, or unusable.
How this ready-made reconciliation works
Cointab pre-configures the workflow so your team does not need to rebuild the payment gateway reconciliation setup every period.
Select the template
Choose Sales vs Payment Gateway from popular reconciliations.
Select the period
Choose the month, quarter, year, lifetime period, or custom period you want to reconcile.
Upload sales and payment reports
Upload the internal sales or order report, payment gateway transaction report, and any required settlement, payout, refund, bank, or supporting files.
Validate file format
Cointab checks whether the uploaded files match the expected structure and highlights missing or incorrect columns.
Run reconciliation
Cointab applies predefined data preparation and matching logic for sales and payment gateway data.
Review output
View fully matched, partially matched, unmatched, and skipped records.
Download or automate
Download the Excel report, or automate future data input and output through email, SFTP, or APIs.
Structured matching first, AI assistance for difficult cases
Cointab applies structured reconciliation logic first, then uses AI to help with difficult open transactions where fixed rules are not enough.
Structured matching
Structured matching can use:
Matching scenarios
One-to-one
One sales order matches one payment gateway transaction.
One-to-many
One order maps to multiple payment, refund, fee, tax, or settlement records.
Many-to-one
Multiple sales or payment transactions are grouped into one settlement or payout.
Many-to-many
Multiple sales records and multiple gateway records are grouped and compared.
Partial matching
Identifiers match, but amounts differ.
Net and contra matching
Sales, refunds, chargebacks, fees, and adjustments are netted where required.
AI-assisted transaction matching
After structured rules run, AI helps match difficult open transactions where:
- References are incomplete
- Descriptions are messy
- Payment references are embedded inside notes or narration fields
- Refund or chargeback records do not directly map to sales
- Settlement data is grouped or unclear
- Amounts require contextual understanding
- Gateway-side descriptions are inconsistent
- Multiple possible matches exist
AI exception analysis
For transactions that remain open, AI can help identify possible reasons such as:
AI assists matching and exception review, but Cointab keeps reconciliation transparent, reviewable, and audit-friendly.
Audit-ready payment gateway reconciliation reports
Cointab gives your team a clear report showing which sales and payment gateway transactions matched, partially matched, remained unmatched, or were skipped.
Report categories
Fully matched
Sales and payment gateway records where identifiers and amounts match.
Partially matched
Records where identifiers match but amounts differ.
Unmatched in sales
Sales records present internally but not found in the payment gateway report.
Unmatched in payment gateway
Payment gateway transactions that do not clearly match internal sales records.
Unmatched in settlement or payout
Settlement or payout records that do not clearly match expected payment transactions.
Skipped
Records excluded due to missing, invalid, duplicate, incomplete, or unusable data.
Report capabilities
- Summary cards
- Transaction-level details
- Filters for review
- Difference amounts
- Matched transaction drill-down
- Manual match
- Undo manual match
- Excel export
- Audit-friendly output
Automate recurring payment gateway reconciliation
Once this workflow is stable, Cointab can automate file input, reconciliation runs, and output delivery.
Bring data into Cointab
Data can be received or pulled through:
Run automatically
Schedule reconciliation:
Push output back
Send reconciliation output to:
- Matched sales and payment records
- Unmatched sales records
- Unmatched payment gateway records
- Refund differences
- Chargeback differences
- Fee and deduction differences
- Settlement or payout differences
- Bank credit differences, if bank data is included
- Open items
- Suggested actions
- Excel reconciliation report
- Structured API output
View a payment gateway reconciliation demo report
See how Cointab presents Sales vs Payment Gateway output with matched, partially matched, unmatched, and skipped transactions.
Sales vs Payment Gateway Demo
Explore a sample report showing internal sales, payment gateway transactions, refunds, settlement records, payout differences, and open items.
View demo reportExplore related payment and eCommerce reconciliations
Cointab supports other payment, settlement, bank, and eCommerce reconciliation workflows.
Sales vs Razorpay
Reconcile internal sales with Razorpay payments, refunds, settlements, fees, and payouts.
View templateSales vs PayU
Compare order records with PayU transaction, refund, and settlement reports.
View templateWebsite Sales vs Payment Gateway
Match website or app orders with payment gateway transactions and settlements.
View templateBank Statement vs Sales Receipts
Match bank credits with expected sales or collection records.
View templateBuilt for finance teams reconciling sales and payment gateway data
This template is useful for teams that regularly reconcile online sales, payment transactions, refunds, settlements, and gateway payouts.
eCommerce brands
For brands reconciling website or app orders with payment gateway transactions, refunds, and settlements.
D2C companies
For D2C teams that need to check whether customer payments, refunds, and payouts match expected sales.
SaaS businesses
For subscription or online payment teams reconciling customer payments with payment gateway and internal billing records.
Marketplace and platform teams
For teams handling high-volume customer payments, refunds, partner settlements, and payout data.
Finance teams
For finance teams preparing payment reconciliation reports for month-end close, reporting, and audit.
Accounting teams
For teams reconciling sales, receipts, gateway charges, refunds, and settlement records.
Outsourced finance teams
For accounting firms or finance operations teams handling payment gateway reconciliation for multiple clients.
Trusted by teams handling payment and settlement reconciliation
Cointab is used by finance and operations teams that reconcile high-volume, multi-source transaction data across payments, marketplaces, banks, partners, and internal systems.
“We have worked on many softwares but we love the ease of using cointab. The staff and support is very instant. They are approachable, proficient and patient. Team is very cooperative with the customisations. The experience of using cointab was nice.”
Sales vs Payment Gateway FAQs
Start Sales vs Payment Gateway reconciliation
Use Cointab's ready-made payment gateway reconciliation workflow to match sales, identify differences, review exceptions, and export audit-ready reports.
View demo reportReady-made workflow · Reusable every period · Manual upload and automation supported