Automated reconciliation of payments with bookings

Purpose

1.1. Automatically match received payments against customer bookings, detecting discrepancies, minimizing manual effort, ensuring accurate billing, updating accounting records, notifying stakeholders of unmatched transactions, and generating reconciliation reports for audit compliance, all in real time for adventure sports multi-activity providers.

Trigger Conditions

2.1. Daily or real-time receipt of bank transaction data.
2.2. New or updated customer bookings in booking system.
2.3. Completion of payment gateway transaction.
2.4. Manual initiation for on-demand reconciliation.

Platform variants

3.1. Stripe
• Feature/Setting: Webhooks ("payment_intent.succeeded"); configure endpoint to relay event data.

3.2. PayPal
• Feature/Setting: IPN (Instant Payment Notification); track event "PAYMENT.SALE.COMPLETED"; configure webhook receiver.

3.3. Square
• Feature/Setting: Payments API; subscribe to "payment.created" event via webhook.

3.4. QuickBooks Online
• Feature/Setting: Banking API endpoint "GET /v3/company/{companyId}/bankaccounts"; match transaction records to booking reference.

3.5. Xero
• Feature/Setting: BankTransaction endpoint; fetch statement lines, cross-check payment references.

3.6. Zoho Books
• Feature/Setting: API endpoint "GET /customerpayments"; set up daily cron sync.

3.7. Salesforce
• Feature/Setting: Custom Flow/Process Builder for "Opportunity Closed/Won" + Payments object; auto-verify status.

3.8. Microsoft Dynamics 365
• Feature/Setting: Power Automate with "When a record is updated" in Payments entity; check for matching booking.

3.9. HubSpot
• Feature/Setting: Workflow automation with "Ticket property changed" for payments; match to deal or ticket ID.

3.10. FreshBooks
• Feature/Setting: Payments API "payment.list"; run reconciliation logic against booking IDs.

3.11. WooCommerce
• Feature/Setting: Webhook ("order.completed"); extract order ID/payment info, process alongside financial data.

3.12. Shopify
• Feature/Setting: Order payment webhook; capture event on order payment completion, send to reconciliation flow.

3.13. Razorpay
• Feature/Setting: Payments webhook "payment.captured"; set receiver with booking lookup.

3.14. Sage Business Cloud
• Feature/Setting: Bank feeds API; synchronize transactions daily for automated checks.

3.15. Oracle NetSuite
• Feature/Setting: SuiteScript code for scheduled reconciliation, or RESTlet calls to "transaction" records.

3.16. Wave
• Feature/Setting: Payments API; pull "payments.list", compare to booking system data.

3.17. Braintree
• Feature/Setting: Webhook "transaction_disbursed"; relay data to booking reconciliation engine.

3.18. Mollie
• Feature/Setting: Payments API webhook "payment.paid"; filter for event and process.

3.19. Adyen
• Feature/Setting: Notification webhooks; subscribe to "AUTHORISATION" and "CAPTURE" events.

3.20. Plaid
• Feature/Setting: Transactions endpoint; poll new account entries, automate match using metadata.

3.21. MySQL Database
• Feature/Setting: Scheduled query; compare unlinked payments in payments table vs. bookings.

3.22. Google Sheets
• Feature/Setting: Apps Script trigger on spreadsheet edit; reconcile new entries in payments sheet with booking sheet.

Benefits

4.1. Reduces manual reconciliation errors and workload.
4.2. Provides real-time visibility on financial status per booking.
4.3. Ensures instant alerts of mismatches or failed payments.
4.4. Speeds up end-of-day/month close processes.
4.5. Enhances customer experience with prompt validation and follow-up.
4.6. Improves audit readiness and financial transparency.
4.7. Supports scalability without proportional administrative costs.