Popular reconciliation template
Website Sales vs Payment Gateway Reconciliation
Reconcile website or app sales with payment gateway reports to match online orders, successful payments, refunds, fees, settlements, payout amounts, and open items in one structured workflow.
View demo reportReconcile website orders with payment gateway transactions
Website and payment gateway reports can include placed orders, successful payments, failed payments, refunds, fees, settlements, chargebacks, and payout amounts. Cointab helps bring these into a clear reconciliation report.
The Website Sales vs Payment Gateway reconciliation helps finance teams compare online sales or order records from the website, app, or commerce platform with payment gateway transactions and settlement reports.
This helps finance teams answer questions such as:
- Which website orders were successfully paid?
- Which paid transactions are missing from website sales records?
- Which website orders are unpaid, failed, or not found in the payment gateway report?
- Which refunds, chargebacks, or reversals reduced the settlement amount?
- Which fees, deductions, or taxes explain the difference?
- Which payment gateway settlements were paid out?
- Which payout entries do not have matching website orders?
- Which items need finance review, customer support follow-up, or internal correction?
This template is useful for eCommerce brands, D2C companies, online stores, subscription businesses, marketplace platforms, finance teams, and accounting teams that need a repeatable website payment reconciliation process.
Required files for this template
Cointab's ready-made workflow is designed around common website sales, payment gateway transaction, refund, settlement, payout, and supporting reports used for online payment reconciliation.
| Data source | Example records |
|---|---|
| Website Sales / Order Report | Used as the internal source-of-truth report containing website orders, order IDs, customer details, order amounts, order status, payment status, transaction dates, and expected payment values. |
| Payment Gateway Transaction Report | Used to compare website orders with payment gateway transactions such as successful payments, failed payments, pending payments, refunds, chargebacks, and payment references. |
| Settlement / Payout Report | Used to compare payment transactions with settlement batches, payout amounts, settlement IDs, and amounts actually paid out by the payment gateway. |
| Refund / Chargeback Report | Used where refunds, failed transactions, chargebacks, reversals, cancellations, 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 payouts with actual bank credits. |
| Internal Books / ERP Report | Optional, but useful if the team wants to compare website sales and payment gateway data with accounting, ERP, or ledger records. |
| Supporting Data | Optional supporting files can be used for customer mapping, order metadata, payment method mapping, tax mapping, fee logic, product mapping, store mapping, or other enrichment. |
What Cointab matches in website payment reconciliation
Cointab compares website orders, payment gateway transactions, refunds, settlements, fees, payout records, and optional bank or ERP data across reports.
Website orders and sales records
Match website orders, app orders, or commerce platform sales records with corresponding payment gateway transactions.
Successful payments
Identify whether each website order has a successful payment recorded in the payment gateway report.
Failed, pending, or missing payments
Detect orders that appear in website sales records but do not have a successful matching payment.
Refunds and chargebacks
Identify whether refunds, reversals, chargebacks, failed payment adjustments, or cancellations are correctly reflected in payment gateway reports.
Fees and deductions
Track payment gateway fees, processing charges, taxes, settlement 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 payment gateway payouts with actual bank credits.
Internal records, if added
If ERP, books, or ledger data is included, Cointab can compare website sales and payment records against internal accounting records.
Common website payment reconciliation exceptions
Cointab helps finance teams focus on website and payment gateway differences instead of manually reviewing every order and transaction.
Website order not paid
A website order appears in the sales report but is not found as a successful payment in the payment gateway report.
Payment without matching website order
A payment gateway transaction appears without a clear matching website order, customer record, or sales entry.
Amount mismatch
The order ID or transaction reference matches, but the website order amount and payment gateway amount are different.
Refund or chargeback difference
A refund, reversal, chargeback, cancellation, or failed payment adjustment does not match expected records.
Fee or deduction difference
Gateway fees, processing charges, taxes, settlement deductions, or other charges explain part of the payout difference.
Settlement timing difference
A website payment belongs to one order 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, settlement ID, UTR, or customer reference 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 website payment reconciliation setup every period.
Select the template
Choose Website Sales vs Payment Gateway from popular reconciliations.
Select the period
Choose the day, week, month, quarter, year, lifetime period, or custom period you want to reconcile.
Upload website and payment reports
Upload the website sales or order report, payment gateway transaction report, and any required settlement, payout, refund, chargeback, 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 website 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 website order matches one payment gateway transaction.
One-to-many
One website order maps to multiple payment, refund, fee, tax, or settlement records.
Many-to-one
Multiple website orders are grouped into one payment gateway settlement or payout.
Many-to-many
Multiple website records and multiple gateway records are grouped and compared.
Partial matching
Identifiers match, but amounts differ.
Net and contra matching
Sales, refunds, chargebacks, cancellations, fees, taxes, and adjustments are netted where required.
AI-assisted transaction matching
After structured rules run, AI helps match difficult open transactions where:
- References are incomplete
- Payment references are formatted differently
- Order IDs appear inside notes or narration fields
- Refund or chargeback records do not directly map to website orders
- Settlement data is grouped by batch or payout cycle
- 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 website payment reconciliation reports
Cointab gives your team a clear report showing which website sales and payment gateway transactions matched, partially matched, remained unmatched, or were skipped.
Report categories
Fully matched
Website sales and payment gateway records where identifiers and amounts match.
Partially matched
Records where identifiers match but amounts differ.
Unmatched in website sales
Website orders or sales records present internally but not found in the payment gateway report.
Unmatched in payment gateway
Payment gateway transactions that do not clearly match website orders or 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 website payment 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 website orders and payment records
- Unmatched website 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 website payment reconciliation demo report
See how Cointab presents Website Sales vs Payment Gateway output with matched, partially matched, unmatched, and skipped transactions.
Website Sales vs Payment Gateway Demo
Explore a sample report showing website 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, COD, and eCommerce reconciliation workflows.
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View templateBuilt for finance teams reconciling website sales and online payments
This template is useful for teams that regularly reconcile website orders, payment gateway transactions, refunds, settlements, payouts, and open items.
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 website sales.
Online stores
For online businesses that need a repeatable process to compare website order records with gateway-side payment data.
Subscription businesses
For teams reconciling recurring payments, failed payments, refunds, and customer billing records.
Finance teams
For finance teams preparing website payment reconciliation reports for daily review, month-end close, reporting, and audit.
Accounting teams
For teams reconciling sales, receipts, gateway charges, refunds, and ledger entries.
Payment operations teams
For teams reviewing failed payments, gateway-side exceptions, refunds, payout issues, and unresolved payment records.
Trusted by teams handling website payment reconciliation
Cointab is used by finance and operations teams that reconcile high-volume, multi-source transaction data across websites, payment gateways, 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.”
Website Sales vs Payment Gateway FAQs
Start Website Sales vs Payment Gateway reconciliation
Use Cointab's ready-made website payment reconciliation workflow to match online sales, identify payment differences, review exceptions, and export audit-ready reports.
View demo reportReady-made workflow · Reusable every period · Manual upload and automation supported