Payment gateway reconciliation
Payment gateway reconciliation software for finance teams
Cointab helps finance teams reconcile sales, payments, refunds, fees, settlements, payouts, and bank credits across payment gateways and internal systems.
View demo reportTrusted by teams reconciling high-volume payment data
Cointab is used by finance and operations teams handling recurring reconciliation across sales, payments, marketplaces, banks, partners, and internal systems.
Payment gateway reconciliation gets messy fast
As payment volume grows, finance teams need to compare sales records with payment gateway transactions, refunds, fees, settlements, payouts, and bank credits across multiple systems.
Orders and payments do not always line up
Some orders are paid successfully, some fail, some are refunded, and some are settled later. Finance teams need a clear way to match each transaction.
Settlement reports are difficult to review manually
Payment gateways may include fees, deductions, refunds, chargebacks, taxes, adjustments, and payout-level grouping that does not directly match internal sales data.
Excel becomes hard to maintain
VLOOKUPs, formulas, pivots, and manual filters become fragile when transaction volumes grow or report formats change.
Open items remain unclear
Finance teams need to know whether a difference is due to delayed settlement, refund, failed payment, fee deduction, duplicate entry, missing order, or missing gateway record.
Audit-ready reporting takes extra work
Even after reconciliation is completed, teams still need clean matched, unmatched, partially matched, and exception reports for review and audit.
What is payment gateway reconciliation?
Payment gateway reconciliation is the process of matching internal sales or order records with payment gateway records, refunds, settlements, payouts, and bank credits.
For example, your internal system may show that an order was placed and paid. Your payment gateway may show the payment transaction, refund status, fee deduction, settlement amount, and payout date. Your bank statement may show the final amount credited.
Cointab helps bring these records together so your finance team can answer:
- Which orders were paid?
- Which payments are missing in internal records?
- Which orders are unpaid or failed?
- Which payments were refunded?
- Which settlements are delayed?
- Which amounts are short because of fees or deductions?
- Which transactions remain open for follow-up?
Bring together sales, payment, refund, settlement, and bank data
Cointab can reconcile payment gateway workflows using multiple reports and supporting data.
| Data source | Example records |
|---|---|
| Sales / order report | Order ID, order date, customer, amount, order status |
| Payment gateway transaction report | Payment ID, order reference, payment status, paid amount |
| Refund report | Refund ID, original payment reference, refund amount, refund status |
| Settlement / payout report | Settlement ID, payout date, net amount, deductions, fees |
| Fee / deduction report | Gateway fees, taxes, adjustments, chargebacks |
| Bank statement | Final bank credit, UTR/reference, credit date |
| Supporting data | Order metadata, customer mapping, tax data, internal reference mapping |
Users can start with just sales and payment gateway reports, then add refund, settlement, bank, or supporting reports as the workflow becomes more advanced.
Find payment differences faster
Cointab separates payment gateway reconciliation output into clear categories so finance teams can focus on exceptions instead of reviewing every row manually.
Order present but payment missing
The order exists in the sales report but no matching payment is found in the gateway report.
Payment received but order missing
The payment gateway shows a payment, but the order is missing or not found in internal records.
Amount mismatch
The order and payment reference match, but the amount is different.
Short settlement
The payment was received, but the settled or bank credited amount is lower than expected.
Refund mismatch
Refund amount, refund status, or refund timing does not match internal records.
Settlement delay
Payment is captured but not yet settled or credited to the bank.
Fee or deduction difference
Gateway fees, taxes, chargebacks, or adjustments explain part of the difference.
Duplicate payment
Multiple payments appear for the same order or reference.
Failed or pending transaction
Internal records and gateway records disagree on payment status.
How Cointab automates payment gateway reconciliation
Cointab gives finance teams a reusable workflow for preparing payment data, matching records, reviewing exceptions, and exporting reports.
Select or create the workflow
Start with a popular payment gateway reconciliation template or build a custom workflow for your PSP, website, app, ERP, or accounting data.
Upload or automate data
Upload CSV, XLS, or XLSX files manually, or automate data input through email, SFTP, or APIs.
Map required fields
Select date, amount, and identifier columns such as order ID, transaction ID, payment reference, settlement ID, payout ID, or bank UTR.
Add supporting data
Use supporting files for lookups, merging, enrichment, fee logic, refund mapping, or order status updates.
Create derived columns
Use AI to create calculated fields such as net amount, clean transaction ID, fee-adjusted amount, refund amount, or normalized order reference.
Run reconciliation
Cointab applies structured matching logic across sales, payments, refunds, settlements, and bank records.
Review exceptions
See fully matched, partially matched, unmatched, and skipped records, then drill into transaction-level details.
Download or automate output
Download Excel reports or push matched/unmatched data back to ERP, accounting, BI, analytics, or internal systems.
Match simple payments with rules and difficult payments with AI assistance
Cointab applies structured matching first, then uses AI to help with difficult open transactions where references are missing, messy, or embedded in text.
Structured matching
Cointab can match payment records using:
Matching scenarios
One-to-one
One order matches one payment.
One-to-many
One order is settled through multiple payment or adjustment records.
Many-to-one
Multiple orders are grouped into one settlement or payout record.
Many-to-many
Multiple orders and multiple payment records need to be grouped and compared.
Partial matching
Reference matches, but amount differs.
Contra / refund matching
Refunds, reversals, negative entries, and adjustments need to be netted against original transactions.
AI-assisted transaction matching
After structured rules run, AI helps match difficult open transactions where:
- References are embedded inside payment descriptions
- Gateway narration contains messy text
- Order ID is missing from the expected column
- Payment descriptions contain partial identifiers
- Refund or settlement references are inconsistent
- Partner data uses different naming or formatting
- A transaction needs contextual comparison across multiple fields
AI exception analysis
For transactions that remain open, AI can help identify possible reasons such as:
AI assists reconciliation, but Cointab keeps the output transparent, reviewable, and audit-friendly.
Clear payment reconciliation reports your team can use
Cointab gives finance teams a clear report showing what matched, what partially matched, what remains unmatched, and what was skipped.
Report categories
Fully matched
Orders, payments, refunds, settlements, or bank credits where identifiers and amounts match.
Partially matched
Records where identifiers match but amounts differ.
Unmatched in sales
Orders or internal records present in your sales report but not found in payment gateway data.
Unmatched in payment gateway
Payments, refunds, settlements, or gateway records present externally but not found internally.
Skipped
Rows excluded because of missing, invalid, duplicate, incomplete, or unusable data.
Report capabilities
- Summary cards
- Transaction-level tables
- Matched transaction detail view
- Filters for review
- Difference amounts
- Excel export
- Manual match
- Undo manual match
- Audit-ready output
The product context defines Cointab’s report output around fully matched, partially matched, unmatched, skipped records, Excel exports, transaction-level details, and manual matching for exceptions.
Automate recurring payment reconciliation
Once your payment reconciliation workflow is configured, Cointab can automate data input, reconciliation runs, and output delivery.
Bring data into Cointab
Receive or pull data through:
- Daily payment gateway transaction report received by email
- Settlement file pulled from SFTP
- Sales report pushed from ERP or internal system
- Refund report loaded automatically
- Bank credit data pulled through API, if available
Run reconciliation automatically
Schedule reconciliation:
Push output back
Send reconciliation output to:
- Fully matched records
- Partially matched records
- Unmatched orders
- Unmatched payment gateway records
- Refund differences
- Settlement differences
- Exception reasons
- Suggested actions
- Excel reports
- Structured API output
Start faster with payment gateway reconciliation templates
Use a ready-made template where available, or create a custom payment reconciliation workflow for your specific reports.
Sales vs Payment Gateway
Best for matching internal sales or order records with payment gateway transactions, refunds, and settlements.
View templateSales vs Razorpay
Best for reconciling sales, payments, refunds, fees, and settlements from Razorpay.
View templateSales vs Cashfree
Best for matching internal order records with Cashfree payment and settlement reports.
View templateSales vs Stripe
Best for reconciling card payments, refunds, fees, payouts, and sales records from Stripe.
View templateSales vs PayU
Best for comparing order records with PayU transactions, refunds, and settlements.
View templateSales vs PG vs Bank
Best for teams that want to match sales with payment gateway records and final bank credits.
View templateSee a payment reconciliation report before signing up
Open a sample Sales vs Payment Gateway report and see how Cointab presents matched, partially matched, unmatched, and skipped transactions.
Sales vs Payment Gateway Demo
See how internal orders are matched with payment gateway records, and how missing payments, amount differences, and unmatched transactions are highlighted.
View demo reportBuilt for payment-heavy finance teams
Cointab is useful for teams that handle recurring payments, settlements, refunds, and high-volume transaction data.
eCommerce and D2C brands
Reconcile website/app orders with PSP transactions, refunds, settlements, and bank credits.
SaaS and subscription businesses
Match subscriptions, invoices, renewals, payment attempts, refunds, and payouts.
Marketplaces and platforms
Reconcile customer payments, partner payouts, refunds, commissions, and gateway settlements.
Retail and omnichannel businesses
Compare POS, online, gateway, and bank payment data across locations or channels.
Fintech and payment-heavy businesses
Review transaction-level payment records, settlement delays, deductions, and open items.
Accounting and finance teams
Replace repeated Excel reconciliation with reusable workflows and audit-ready reports.
Loved by finance and operations teams
“As a long-time user of the Cointab Tool, I have experienced firsthand the exceptional value and efficiency it brings to our D2C reconciliation processes. Before implementing Cointab, our reconciliation procedures were time-consuming and prone to errors. However, since adopting Cointab Tool, our reconciliation process has been completely transformed. The software's intuitive interface and powerful features have streamlined our workflow, allowing us to reconcile transactions swiftly and accurately. I wholeheartedly recommend Cointab to any D2C organization seeking a comprehensive and user-friendly solution for their reconciliation needs.”
Payment gateway reconciliation FAQs
Start reconciling payments faster
Use a ready-made payment gateway reconciliation template, build a custom workflow, or schedule a guided setup with the Cointab team.
View demo reportNo credit card required · Manual uploads and automated data flows supported