Monthly revenue and expense reconciliation

Purpose

1.1 Automate monthly reconciliation of store revenues and expenses for air conditioning retailers, consolidating sales, payments, and bills from POS, banks, invoicing, and expense systems.
1.2 Reduce manual errors, speed up closing cycles, ensure data consistency across ledgers, and provide timely, accurate financial insights.
1.3 Integrate data flows between sales, inventory, expense, and accounting to generate profit/loss statements, detect mismatches, and automate report delivery to management.

Trigger Conditions

2.1 Scheduled trigger: Last business day of each month at 8:00PM local time.
2.2 Manual override trigger for ad hoc reconciliation via dashboard button.
2.3 Trigger on successful monthly closure notice from POS/inventory or central accounting platform.

Platform Variants

3.1 QuickBooks Online
• API: Reports – Run Profit and Loss.
• Sample Config: API call to /v3/company/{companyId}/reports/ProfitAndLoss?start_date={1st}&end_date={end-of-month}.

3.2 Xero
• API: Reports – GET /reports/ProfitAndLoss.
• Sample Config: GET with period set to current month range.

3.3 FreshBooks
• API: Accounting > Reports – GET /reports/accounting/profit_losses.
• Sample Config: Filter dates to monthly.

3.4 Zoho Books
• API: Reports – Profit and Loss.
• Sample Config: API endpoint /profitandloss?from_date=yyyy-mm-01&to_date=yyyy-mm-DD.

3.5 Wave
• API: Reports – GET /businesses/{businessId}/reports/ProfitAndLoss.
• Sample Config: Date range monthly.

3.6 Square
• API: Transactions – ListPayments.
• Sample Config: List payments for defined month, export fields Amount, Date, Type.

3.7 Stripe
• API: Balance Transactions – List all.
• Sample Config: Filter by transaction type "charge" and date range.

3.8 Shopify
• API: Orders – GET /admin/api/{version}/orders.json.
• Sample Config: Fields: total_price, financial_status, dates filtered for month.

3.9 Microsoft Excel Online (Office 365)
• Function: Add rows to reconciliation spreadsheet.
• Config: Update sheet tab “Monthly Reconcile” with fetched data.

3.10 Google Sheets
• Function: Append/Update cells for monthly reconciliation sheet.
• Config: Use Google Sheets API to POST/PUT monthly data.

3.11 SAP Business One
• API: Service Layer – GET JournalEntries.
• Config: Filter entries by posting date in current month.

3.12 Oracle NetSuite
• API: REST – /record/v1/journalEntry.
• Config: GET entries by "trandate" for target month.

3.13 MYOB
• API: GET /GeneralLedger/AccountRegister.
• Config: Filter month-to-date for income/expenses.

3.14 Intuit Mailchimp Transactional
• Function: Send auto-generated reconciliation report.
• Config: Trigger transactional send on reconciliation job completion.

3.15 Slack
• Function: Notify #finance channel on reconciliation complete.
• Config: Use Slack Webhook with reconciliation summary.

3.16 Dropbox Business
• Function: Upload PDF/XLS reconciliation statement.
• Config: Upload to /MonthEndReports/YYYY-MM/.

3.17 Google Drive
• Function: Store and share reconciliation workbooks.
• Config: Upload completed files to “Reconciliation/YYYY-MM”.

3.18 HubSpot
• API: CRM – Attach reconciliation output to company records.
• Config: POST to engagements/timeline for AC store company object.

3.19 Airtable
• API: Update reconciliation base.
• Config: PATCH base with revenue/expense line items.

3.20 DocuSign
• API: Send report for e-sign approval.
• Config: Send prepared file as signing envelope to finance head.

Benefits

4.1 Eliminates manual transcription and data entry across sources.
4.2 Accelerates month-end closing and error detection.
4.3 Ensures timely, accurate reporting to managers, auditors, and stakeholders.
4.4 Enables real-time visibility into sales, expense, and profit trends.
4.5 Provides seamless workflows, audit trails, and compliance support.