Save the settlement report, transaction export, fee schedule, refund list, dispute report, and bank activity for the same period.
Run a merchant fee reconciliation workflow
Match processor settlements, fees, refunds, deposits, and ledger entries so payment activity is reviewable and complete.
Published · 8 minute read
The short answer
- Start with the processor settlement report.
- Separate fee calculation from disputes.
- Tie deposits and refunds to the bank.
Freeze the source set
Match the settlement
Compare gross activity, deductions, fee categories, net deposit, and ledger posting. The IRS recordkeeping guidance supports preserving documents that substantiate business entries.
Classify exceptions
Label timing, missing transaction, duplicate, fee change, chargeback, refund, or bank difference. Give each item an owner and next action.
Use adjacent workflows
Pair the ecommerce reconciliation workflow with the bank checklist. Keep processor evidence and bank evidence connected but distinct.
Review the trend
Inspect recurring fee changes, aged disputes, and deposits that do not clear. Update the reconciliation rule after a reviewed pilot.
Questions owners ask
What is reconciled?
Reconcile gross sales, fees, refunds, disputes, settlement deposits, and ledger postings.
Who resolves an unexpected fee?
The bookkeeper flags and documents it. The owner or payment specialist decides whether to dispute it.