Payment reconciliation with accounting systems

Purpose

1. Purpose: Automate payment reconciliation by integrating transaction data from sales channels, visitor management systems, POS, and bank feeds with accounting systems, ensuring every aquarium ticket sale, membership, donation, or gift shop payment is automatically matched with deposits and ledger entries for error-free, real-time financial reporting and reduced manual effort.

Trigger Conditions

1. New sale transaction via ticketing system, POS, or online booking

2. Receipt of payment notification from payment gateway

3. Daily/periodic bank feed refresh

4. Generation of new invoice or billing entry

5. Upload of sales or settlements report by staff

6. Financial period close event

Platform Variants

1. Stripe

• Feature/Setting: Webhooks for `payment_intent.succeeded`; configure webhook endpoint to fire automation when a successful payment occurs
  

2. Square

• Feature/Setting: Use `Transactions API` → `ListTransactions` to automate fetching sales for reconciliation
  

3. PayPal

• Feature/Setting: Configure IPN (Instant Payment Notification) for completed payments, automates triggering reconciliation flow
  

4. Shopify

• Feature/Setting: Activate `Orders API` + `Payouts API` webhooks, automate extracting sales and payout details
  

5. QuickBooks Online

• Feature/Setting: Automate with `BankFeeds API`, match new deposits with outstanding invoices and sales daily
  

6. Xero

• Feature/Setting: Automate `GET /banktransactions` and `GET /reconciliations` endpoints, ensuring payments are reconcilable
  

7. Netsuite

• Feature/Setting: Configure `RESTlet` or `SuiteTalk API` to automate journal entry and bank statement import
  

8. Zoho Books

• Feature/Setting: Use `Bank Feeds` and `API for Transactions` to automate reconciliation rules execution
  

9. Sage Intacct

• Feature/Setting: Automate `Bank Reconciliation` module via API, posting matched journal entries
  

10. FreshBooks

• Feature/Setting: Use `Payments API` and `Bank Accounts` endpoints for automated fetching and reconciling payments
  

11. Adyen

• Feature/Setting: Configure notification webhooks (`AUTHORISATION` success) to start reconciliation, automatable by day
  

12. Worldpay

• Feature/Setting: Webhook on settlement file availability, automates import and matching in accounting software
  

13. Moneris

• Feature/Setting: Batch Settlement Report API for automating daily reconciliation in ledgers
  

14. Authorize.Net

• Feature/Setting: Automate with `Transaction Reporting API`, schedule to fetch and auto-reconcile new transactions
  

15. Square POS

• Feature/Setting: Auto-fetch daily `Transactions` and match to bank feed in accounting system
  

16. Oracle NetSuite

• Feature/Setting: Configure automation for `Bank Statement Import` for near-real-time ledger updates
  

17. Microsoft Dynamics 365 Business Central

• Feature/Setting: Automate `Automated Bank Reconciliation` using daily statement imports
  

18. Lightspeed

• Feature/Setting: Use `Sales API` to automate exporting POS sales and posting for reconciliation
  

19. Braintree

• Feature/Setting: Notification Webhooks for `disbursement`, automates correlating deposits with sales records
  

20. SAP Business One

• Feature/Setting: Automate with `Electronic Bank Statement` for matching incoming payments with sales
  

21. TicketingHub

• Feature/Setting: Configure webhook for each completed order, automates sending transaction to reconciliation workflow
  

22. Eventbrite

• Feature/Setting: Automate `Order Placed` webhook, post payment info to financial system for automated reconciliation
  

23. Clover

• Feature/Setting: Automate using `Payments API` for batch daily settlement retrieval and reconciliation posting
  

24. Mollie

• Feature/Setting: Activate `Payments API` webhook for every successful payment, automates ledger entry and match
  

Benefits

1. Automates payment entry matching, preventing human error

2. Accelerates financial close, improving reporting speed

3. Enables automated anomaly detection and automated alerts for unmatched payments

4. Reduces time spent on manual reconciliation by automating low-level, repetitive financial tasks

5. Improves audit-readiness by maintaining automatedly synced records

6. Integrates diverse sales and banking systems, automating cross-platform financial workflows

7. Enhances operational efficiency and automatable scalability for aquarium finance teams