POS reconciliation
POS reconciliation software for finance teams
Cointab helps finance teams reconcile POS sales with delivery platforms, payment processors, bank deposits, online ordering systems, refunds, fees, and accounting records.
View demo reportTrusted by teams reconciling store, restaurant, and payment data
Cointab is used by finance and operations teams handling recurring reconciliation across sales, payments, marketplaces, delivery partners, banks, and internal systems.
POS sales are only one part of the reconciliation story
A single restaurant or store sale can appear in the POS, online ordering system, delivery platform, payment processor, bank statement, and accounting system — often with different timing, fees, and references.
Sales appear across too many systems
POS data may need to be compared with DoorDash, Uber Eats, Grubhub, Swiggy, Zomato, Olo, payment processors, bank deposits, and accounting records.
Delivery platform payouts are complicated
Delivery platforms may deduct commissions, marketing fees, adjustments, refunds, error charges, and other amounts before payout.
Bank deposits do not always match POS totals
The amount expected from POS sales may differ from the amount deposited in the bank because of card processing fees, timing differences, refunds, tips, chargebacks, or batch settlement cycles.
Online orders may not exist in every system
An order may appear in POS but not in the delivery platform, appear in the delivery platform but not in POS, or appear in an online ordering system but not in one of the other reports.
Multi-location reporting adds complexity
Restaurant groups, franchises, and retail chains often need to reconcile store-wise or location-wise data across many reports.
Excel becomes difficult to maintain
Finance teams often compare POS exports, delivery app reports, payment processor files, and bank statements manually using VLOOKUPs, pivots, and repeated filters.
Open items need clear action
Teams need to know whether an issue is due to missing order data, payout delay, commission deduction, bank timing, refund, chargeback, duplicate transaction, or internal posting error.
What is POS reconciliation?
POS reconciliation is the process of matching sales recorded in the point-of-sale system with external records such as delivery platform reports, payment processor settlements, bank deposits, online ordering reports, and accounting entries.
For example, your POS system may show that an order was completed. A delivery platform may show the same order with commission, marketing, refund, or adjustment deductions. A payment processor may show the card transaction and settlement. Your bank statement may show the final deposit. Your accounting system may show the posted sales entry.
Cointab helps bring these reports together so your finance team can answer:
- Which POS sales were paid?
- Which delivery platform orders are missing in POS?
- Which POS orders are missing in delivery platform reports?
- Which payment processor settlements reached the bank?
- Which payouts are short because of fees or deductions?
- Which store or location has mismatches?
- Which refunds, tips, chargebacks, or adjustments explain the difference?
- Which records need follow-up or internal correction?
Bring together POS, delivery platform, payment, bank, and accounting data
Cointab can reconcile POS workflows using reports from store systems, delivery platforms, payment processors, banks, and internal finance systems.
| Data source | Example records |
|---|---|
| POS sales report | Order ID, store ID, sale date, sale amount, tax, tips, payment mode |
| Online ordering report | Online order ID, platform reference, order amount, order status |
| Delivery platform report | DoorDash, Uber Eats, Grubhub, Swiggy, Zomato orders, fees, payouts, adjustments |
| Payment processor report | Card transactions, settlement batches, processing fees, chargebacks |
| Bank statement | Final bank deposits, UTR/reference, credit date |
| Accounting / ERP report | Posted sales entries, receipts, journal entries |
| Store master / location data | Store ID, franchisee, brand, location, region |
| Supporting data | Fee logic, tax mapping, channel mapping, order metadata |
Users can start with POS vs one external report, then add delivery platforms, payment processors, bank deposits, accounting reports, and supporting data as the workflow becomes more complete.
Find POS reconciliation differences faster
Cointab helps finance teams separate clean matches from exceptions that need review.
Order present in POS but missing externally
The sale appears in POS but is not found in the delivery platform, payment processor, or online ordering report.
Order present externally but missing in POS
The delivery platform or online ordering system shows an order that is missing from the POS report.
Amount mismatch
The order reference matches, but POS amount and external amount are different.
Payout shortfall
The delivery platform or payment processor payout is lower than expected because of fees, commission, deductions, refunds, marketing, or adjustments.
Bank deposit mismatch
The payment processor or delivery platform payout does not match the final bank deposit.
Duplicate order or transaction
The same order, payment, payout, or bank deposit appears more than once.
Refund or chargeback mismatch
Refunds, chargebacks, voids, or reversals do not match across POS, payment processor, and bank reports.
Tip or tax difference
Tips, taxes, service charges, or other components are included differently across systems.
Store or location mismatch
The transaction appears under the wrong store, outlet, franchisee, or location.
Timing difference
A sale happens on one date but is settled or deposited in a later period.
How Cointab automates POS reconciliation
Cointab gives finance teams a reusable workflow for preparing POS data, matching records, reviewing exceptions, and exporting reports.
Select or create the workflow
Start with a POS reconciliation template or build a custom workflow for your POS, delivery platform, payment processor, bank, ERP, or accounting reports.
Upload or automate data
Upload CSV, XLS, or XLSX files manually, or automate recurring data input through email, SFTP, or APIs.
Map required fields
Select date, amount, and identifier columns such as order ID, check number, receipt number, store ID, payment reference, batch ID, payout ID, or bank reference.
Add supporting data
Use supporting files for store mapping, brand mapping, channel mapping, fee logic, tax mapping, payout enrichment, or accounting classification.
Create derived columns
Use AI to create calculated fields such as net payout, fee-adjusted amount, tax-adjusted sales, clean order ID, store-wise amount, channel-normalized reference, or bank deposit amount.
Run reconciliation
Cointab applies structured matching logic across POS sales, online ordering data, delivery platform reports, payment processor settlements, bank deposits, and accounting 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, exception, or summary data back to ERP, accounting, BI, analytics, or internal systems.
Match structured POS records with rules and difficult exceptions with AI
Cointab applies structured matching first, then uses AI to help with difficult open transactions where references are missing, messy, or spread across multiple systems.
Structured matching
Cointab can match POS records using:
Matching scenarios
One-to-one
One POS order matches one delivery platform order, payment transaction, or bank entry.
One-to-many
One POS order maps to multiple fee, tip, tax, refund, or adjustment rows.
Many-to-one
Multiple POS sales are grouped into one payout, card settlement, or bank deposit.
Many-to-many
Multiple POS transactions and multiple external records are grouped and compared across payout cycles.
Partial matching
Identifiers match, but the amount differs because of commission, fee, refund, tip, tax, or timing difference.
Contra / refund matching
Refunds, voids, chargebacks, negative entries, and adjustments are netted against original sales.
AI-assisted transaction matching
After structured rules run, AI helps match difficult open transactions where:
- POS order IDs are missing or formatted differently
- Delivery platform order references are embedded in descriptions
- Payment processor batch details are unclear
- Store names or location codes differ across reports
- Refunds or chargebacks do not directly map to the original sale
- Payout descriptions contain messy text
- Multiple possible matches exist across POS, ordering, platform, payment, and bank data
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 POS reconciliation reports your team can use
Cointab gives finance teams a complete report showing what matched, what partially matched, what remains unmatched, and what was skipped.
Report categories
Fully matched
POS sales, delivery platform orders, payment processor settlements, or bank deposits where identifiers and amounts match.
Partially matched
Records where identifiers match but amounts differ.
Unmatched in POS / internal records
External orders, payouts, or deposits that are not found in POS or internal reports.
Unmatched in external records
POS sales or internal records that are not found in delivery platform, payment processor, or bank data.
Skipped
Rows excluded because of missing, invalid, duplicate, incomplete, or unusable data.
Report capabilities
- Summary cards
- Store-wise and period-wise review
- Transaction-level tables
- Matched transaction detail view
- Filters for review
- Difference amounts
- Excel export
- Manual match
- Undo manual match
- Audit-ready output
- Open-item reason and action analysis
Automate recurring POS reconciliation
Once your POS reconciliation workflow is configured, Cointab can automate data input, reconciliation runs, and output delivery.
Bring data into Cointab
Receive or pull data through:
- POS report exported daily from store systems or BI tools
- Delivery platform report received by email
- Payment processor settlement file pulled through SFTP
- Bank deposit data added through API or file upload
- Accounting report pushed from ERP or bookkeeping system
- Store master or location mapping uploaded as supporting data
Run reconciliation automatically
Schedule reconciliation:
Push output back
Send reconciliation output to:
- Fully matched POS sales
- Partially matched records
- Missing POS orders
- Missing delivery platform orders
- Payment processor differences
- Bank deposit differences
- Commission and fee differences
- Refund or chargeback differences
- Store-wise exception reports
- Suggested actions
- Excel reports
- Structured API output
Start faster with POS reconciliation templates
Use a ready-made POS template where available, or create a custom POS reconciliation workflow for your specific reports, stores, and partners.
POS vs DoorDash
Best for reconciling POS sales with DoorDash orders, payouts, fees, and adjustments.
View templatePOS vs Uber Eats
Best for reconciling POS sales with Uber Eats orders, payouts, fees, and adjustments.
View templatePOS vs Grubhub
Best for reconciling POS sales with Grubhub orders, payouts, fees, and adjustments.
View templatePOS vs Payment Processor
Best for matching store POS sales with card processor payments, fees, settlements, and batch deposits.
View templatePOS vs Bank Deposits
Best for comparing POS expected collections with final bank deposits.
View templatePOS vs Online Ordering System
Best for matching POS sales with online ordering platforms such as Olo or internal ordering systems.
View templateIf a specific POS, delivery platform, or payment processor template is not available yet, users can still create a custom reconciliation using their own POS, delivery, payment, bank, and accounting reports.
See a POS reconciliation report before signing up
Open a sample POS Reconciliation report and see how Cointab presents matched, partially matched, unmatched, and skipped transactions.
POS Reconciliation Demo
See how POS sales are matched with delivery platform, payment processor, and bank deposit records — and how missing orders, payout differences, and amount mismatches are highlighted.
View demo reportBuilt for restaurants, retail stores, QSRs, and omnichannel teams
Cointab is useful for teams that regularly reconcile POS sales with delivery platforms, payment processors, bank deposits, and accounting records.
Restaurants and QSRs
For teams reconciling POS sales, online orders, DoorDash, Uber Eats, Grubhub, Swiggy, Zomato, payouts, and bank deposits.
Franchise operators
For owners or finance teams managing multiple outlets, brands, locations, or franchisee-level reports.
Retail stores
For teams matching store sales with card settlements, wallets, gift cards, refunds, and bank deposits.
Omnichannel businesses
For companies reconciling store sales, online sales, delivery orders, payment processors, marketplaces, and accounting records.
Finance and accounting teams
For teams preparing POS reconciliation reports for month-end close, books, audit, and partner follow-up.
Operations teams
For teams reviewing missing orders, location-level mismatches, payout delays, and partner-side exceptions.
Accounting firms
For firms handling POS and restaurant reconciliation for multiple clients.
Trusted by teams handling POS and restaurant reconciliation
Cointab is used by finance and operations teams that reconcile high-volume, multi-source transaction data across stores, restaurants, delivery platforms, payment processors, banks, 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.”
POS reconciliation FAQs
Start reconciling POS sales faster
Use a ready-made POS 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