Automated reconciliation of payments with invoices and orders

Purpose

1.1. Ensure every payment received (bank, card, or digital method) is matched automatically to the correct invoice and order, flag discrepancies, and post updates to finance/ERP records.
1.2. Accelerate resolution of mismatches, improve financial transparency, automate ledger updates, and streamline auditing for HVAC wholesale operations.
1.3. Minimize manual effort in reconciling incoming payments with sales invoices, orders, and vendor accounts across multiple bank accounts and payment processors.
1.4. Satisfy compliance policies requiring traceability between funds received, customer accounts, and sales documentation.

Trigger Conditions

2.1. New incoming payment detected in business bank or payment processor account.
2.2. Invoice marked as paid/partially paid in accounting or ERP system.
2.3. New sales order confirmed, requiring payment assignment.
2.4. Scheduled batch job runs (daily/weekly) for reconciliation tasks.
2.5. Manual trigger by finance team for ad hoc reconciliation.

Platform Variants

3.1. Xero
• Feature: Webhooks for payment received; use GET /Invoices and GET /Payments APIs for invoice/payment data.
• Configuration: Set webhook to trigger reconciliation job; use OAuth2 app for API calls.

3.2. QuickBooks Online
• Feature: Webhooks for new payment; GET /invoices, GET /payments endpoints for data matching.
• Configuration: Configure app with access to invoicing; apply filter for HVAC product line.

3.3. Stripe
• Feature: Webhook for payment_intent.succeeded; use /v1/payment_intents and /v1/charges for data.
• Configuration: Receive webhook, cross-reference payment intent metadata with order/invoice ID.

3.4. PayPal
• Feature: Webhooks for PAYMENT.SALE.COMPLETED; List Invoices, List Payments APIs.
• Configuration: Create webhook endpoint, match transaction reference fields to invoice.

3.5. SAP Business One
• Feature: Service Layer API for Invoice and Incoming Payments entities.
• Configuration: Scheduled GET for incoming payments; script reconciliation logic.

3.6. Oracle NetSuite
• Feature: SuiteTalk SOAP/REST API for transactions and payments; saved searches.
• Configuration: Poll for new payment records, match to open invoices.

3.7. Microsoft Dynamics 365
• Feature: Data Integrator or OData API; use GET on invoices and receipts.
• Configuration: Schedule reconciliation workflow using Power Automate.

3.8. FreshBooks
• Feature: Payment and invoice events via webhooks, GET /payments, GET /invoices.
• Configuration: Listen for payment_created, reconcile with customer invoice.

3.9. Zoho Books
• Feature: Webhooks on payment received; GET /invoices, GET /customer-payments APIs.
• Configuration: Automate with API key, filter by status ‘Unpaid’ or ‘Partially Paid.’

3.10. Sage Intacct
• Feature: API for ARPYMT (AR Payments), API for ARINVOICE (AR Invoices).
• Configuration: Scheduled reconciliation batch job using API credentials.

3.11. Square
• Feature: Webhooks (payment.created); use Transactions and Orders APIs.
• Configuration: Webhook triggers order-to-payment matching.

3.12. Bank of America CashPro
• Feature: CSV/MT940 download; APIs for Transaction Search.
• Configuration: Daily pull, reconcile statement entries to finance system.

3.13. JPMorgan Chase Treasury Services
• Feature: API for Transaction Details Retrieval/Account Statement.
• Configuration: Nightly batch, match payment memo lines to order/invoice numbers.

3.14. HSBCnet
• Feature: MT940 retrieval, Host-to-Host API for payment details.
• Configuration: Retrieve statement; automated reconciliation bot matches line items.

3.15. Plaid
• Feature: Transactions API for real-time bank data.
• Configuration: On new transaction event, match payment reference fields.

3.16. Bill.com
• Feature: REST API for payment_in, get_invoice endpoints.
• Configuration: Scheduled endpoint call, reconcile by document number.

3.17. Adyen
• Feature: Payments API, Notification webhooks; reconcile via merchantOrderReference.
• Configuration: Webhook receives payment; API call links to invoice/order.

3.18. Authorize.Net
• Feature: Webhooks for transaction; Transaction Details API for reconciliation.
• Configuration: Webhook triggers script, match transaction IDs to AR system.

3.19. Mollie
• Feature: Webhook for payment paid; Orders API for ID matching.
• Configuration: Webhook on payment success, configure data mapping logic.

3.20. WooCommerce
• Feature: REST API; webhook for order payment; GET /orders/{id}.
• Configuration: Trigger on payment completed, assign to correct invoice.

Benefits

4.1. Eliminates manual reconciliation, reducing both risk of errors and processing time.
4.2. Shortens days sales outstanding and accelerates cash flow clarity.
4.3. Flags discrepancies/missing payments instantly for action by finance staff.
4.4. Improves audit readiness, maintains clean financial records, and supports compliance.
4.5. Scalable for high transaction volumes in wholesale HVAC supply chains.