Reconcile Last Payout

command

Match every processor payout line to a ledger entry or report the discrepancies.

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Command: reconcile-last-payout

Match every processor payout line to a ledger entry, identifying and reporting any discrepancies for approval.

Inputs

  • Processor — Stripe, PayPal, Square, or other payment processor; defaults to primary processor configured in your accounting system
  • Payout date — the settlement date to reconcile; defaults to the most recent completed payout
  • Ledger account — the bank or cash account receiving the payout; required
  • Discrepancy threshold — maximum cent-level variance to tolerate; defaults to $0.01

Steps

  1. Retrieve the payout detail from the processor's API or dashboard export, including transaction lines, fees, chargebacks, and adjustments.
  2. Pull matching ledger entries for the given date and account from your books.
  3. Systematically match processor transaction lines to ledger entries by transaction ID, date, or description.
  4. Sum processor total and compare to ledger balance; flag any mismatch exceeding the threshold.
  5. If discrepancies exist, compile a summary (missing entries, rounding errors, fee variance) and create an approval task titled "APPROVAL: Reconcile [Processor] payout [date]" for review.
  6. If balanced, record the reconciliation completion date and mark the payout cleared.

Constraints

  • Never execute ledger changes autonomously; all adjustments must pass through human approval.
  • Processor data may omit holds, reversals, or timing shifts; cross-check with API if discrepancies arise.
  • Apply your ledger's rounding and currency conversion rules; document any fx adjustments.

Done when: every processor payout line is matched to a ledger entry and unresolved discrepancies are staged in an approval task.