Save the statement, transaction export, cardholder list, receipt folder, and prior open-item report. Mark the statement close date and ledger period.
Run a credit card reconciliation process with remote support
Create a clear credit card reconciliation process for receipts, cardholder questions, statement timing, and approval exceptions.
Published · 8 minute read
The short answer
- Collect the statement and transaction export.
- Route missing receipts to cardholders.
- Keep disputed charges open until resolved.
Fix the monthly source set
Match each charge
Compare merchant, date, amount, currency, receipt, business purpose, and account. The IRS recordkeeping guidance explains why supporting documents matter for recorded expenses.
Use a missing-receipt queue
Send a specific request with the transaction, cardholder, deadline, and acceptable evidence. Keep the charge open if the response is incomplete.
Connect the controls
Use the bank reconciliation checklist and transaction coding workflow to preserve review ownership. Do not approve a charge solely because it appears on the statement.
Review the exceptions
Inspect duplicates, personal charges, foreign currency differences, and aged requests. Review the first two cycles with the finance owner.
Questions owners ask
Can a bookkeeper chase receipts?
Yes. The bookkeeper can request evidence, code supported transactions, and escalate missing records.
Who approves a disputed charge?
The cardholder and an authorized finance reviewer should resolve and approve the treatment.