Payment reconciliation automation

Purpose

1. Automate the matching of nightly sales transactions with bank deposits and payment processor records to ensure every payment is accounted for, errors or discrepancies are flagged, and financial reporting is real-time and reliable.

2. Eliminates manual reconciliation of POS, bar tabs, online RSVP payments, and cover charges, reducing human error, labor cost, and time delays while delivering automated transparency for management and accounting.

3. End-to-end automation covers card payments, cash reconciliations, e-wallets, and integrates with third-party audit systems, resulting in a fully automated financial workflow tailored for night club revenue streams.

Trigger Conditions

1. Completion of nightly batch POS settlements (closing shift).

2. Daily or real-time posting of payment processor settlement batches or chargebacks.

3. Scheduled import of bank statement data via SFTP or Open Banking APIs.

4. Detection of new transaction data in accounting platforms (e.g., Xero, QuickBooks, MYOB).

5. Automated receipt of payout remittance files from merchant processors (via email or secure drop).

Platform Variants

1. Stripe

• Feature/Setting: Stripe API `Balance Transaction` webhook for automated export of settlement data.
  

2. Square

• Feature/Setting: Square API `ListPayments` endpoint for pulling real-time transaction history.
  

3. Clover

• Feature/Setting: Clover API `Payments` endpoint for automating payment extraction.
  

4. PayPal

• Feature/Setting: PayPal REST API `TransactionSearch` action for automated reconciliation pulls.
  

5. Worldpay

• Feature/Setting: Worldpay Merchant Portal API `settlement-details` endpoint for automated settlement matching.
  

6. Adyen

• Feature/Setting: Adyen API `getSettlementDetails` for automating reconciliation of club payouts.
  

7. SumUp

• Feature/Setting: SumUp API `reports` for automated transaction reporting.
  

8. Apple Pay

• Feature/Setting: Payment Service Provider integration using Apple Pay merchant logs for automation.
  

9. Google Pay

• Feature/Setting: Automated reconciliation via Google Pay `TransactionDetails` API.
  

10. Xero

• Feature/Setting: Xero API `Bank Transactions` endpoint for automated bank feed import and reconciliation rules.
  

11. QuickBooks Online

• Feature/Setting: QuickBooks REST API `ListPayments` and `JournalEntries` for automated matching.
  

12. MYOB

• Feature/Setting: MYOB AccountRight API `BankTransactions` endpoint for automatable reconciliation.
  

13. Zoho Books

• Feature/Setting: Zoho Books API `Bank Feeds` for importing and automating payment matching.
  

14. SAP

• Feature/Setting: SAP S/4HANA `Bank Statement Processing` module for automated reconciliation.
  

15. Oracle NetSuite

• Feature/Setting: NetSuite `Bank Reconciliation` SuiteScript automation for payment reconciliation.
  

16. Microsoft Dynamics 365

• Feature/Setting: Dynamics `Bank Management` API for automating club settlement reconciliation.
  

17. Sage Intacct

• Feature/Setting: Intacct API `Bank Transactions` automation.
  

18. Plaid

• Feature/Setting: Plaid `Transactions` API for automated fetching of bank transactions for reconciliation.
  

19. Brex

• Feature/Setting: Brex API `Transactions` endpoint for automatically retrieving deposition records.
  

20. Email Parsing (e.g., Mailparser, Parseur)

• Feature/Setting: Automated parsing of payment settlement statements from payment processors, auto-sync to accounting.
  

Benefits

1. Accelerates automated detection of missing payments, duplicate entries, and chargebacks in nightly club operations.

2. Reduces error-prone manual handling with end-to-end automation, centralizing all financial sources.

3. Enables live automated analytics on sales vs. deposits, supporting better club financial management.

4. Provides auditable automated trails for external accounting, audit, or regulatory review.

5. Frees up staff for core hospitality roles by automating back-office reconciliations instantly.