Project recon-payments-to-ledger-month-reconciles · revised 11 October 2026
Project
Fix your payment-to-ledger links and prove them on a test-month reconciliation
We fix the links between payments, refunds, payouts and ledger entries for the flows you name, and prove them in a test-month reconciliation report built from stated rules over test data.
This asks for a proposal by email. Nothing is charged, and nothing starts, until you have agreed the scope, the price and the terms in writing.
The result you are buying
Processor activity reaches the ledger through several separate paths: sales, batched payouts, refunds and fees, perhaps in more than one currency, plus a report that someone maintains in a sheet. Each path can be wrong in its own way, and without a single month-level test nobody knows whether all of them agree at once.
Who it’s for: A bookkeeper, finance manager or small-business owner whose processor, bank and ledger do not agree at month-end because payouts, refunds, fees and currencies are linked by hand.
Usually starts when: The monthly bank reconciliation is a long manual exercise, differences are carried forward, and nobody can say which flows are missing from the ledger.
The result: You buy fixed links proven on a test-month reconciliation, not a set of loose fixes and not an assurance about your real books. For the flows named in the proposal, a reconciliation report built from the matching rules written in the proposal, over one stated test month of test-mode or invented data, shows processor totals and ledger totals agreeing line by line or each difference explained in writing, and the report that shows them is complete and current.
How the work fits together
The project is complete when every flow and fix named in the written proposal has been accepted by you, the test-month reconciliation agrees line by line on the test data or each difference is explained in writing, and anything left is listed. Your sign-off decides.
Make every Stripe payout match one bank deposit line in Xero or QuickBooks Online Job Optional
Each automatic Stripe payout in an agreed test period becomes one ledger entry equal to the bank deposit, with its gross, fees and refunds explained and a clearing balance that returns to zero.
If Stripe payouts are in scope
Links each automatic payout to one ledger entry.
Make PayPal refunds and fees appear in the ledger once each, linked to their sale Job Optional
In a sandbox month with sales, a full refund and partial refunds, every PayPal refund and fee reaches the ledger exactly once, linked to its sale, and ledger net equals PayPal net.
If PayPal is in scope
Links PayPal refunds and fees to their sales.
Make foreign-currency orders create invoices in the right currency, with the right rate Job Optional
Synthetic orders in the base currency, a two-decimal currency and a zero-decimal currency create invoices with the order currency and amount, and no default or inverted rate is stored.
If several currencies are in scope
Agrees the amount and rate contract before totals are compared.
Make a scheduled finance export to Google Sheets complete, current and honest on failure Job Optional
One scheduled export to one Google Sheet shows every source row, a data-as-of time and a matching count; a failed run, including a silently short read, leaves the last good report with a warning.
If the report lives in a Google Sheet
Makes the monthly report complete, current and visibly failed when it is not.
Detect reconciliation drift between your payment processor and ledger every month Standing service Optional
Each month we compare your processor's payouts, refunds and fees with the ledger entries for them and send a drift list in which every difference is explained or marked open.
Offered afterwards
The standing check that keeps the result true from month to month.
How an engagement works
The price covers the agreed flows only. Flows you add later are quoted separately, and flows that turn out to be bigger jobs are re-scoped with you.
How it starts
You describe the processor flows and how each reaches the ledger, using invented examples.
We read the description, propose the flows and fixes in scope, the order and a fixed price.
You agree the list, price and terms in writing. Nothing starts before then.
We apply and test each fix on a demo or sandbox ledger and send it for your acceptance.
We run the test-month reconciliation and send the final summary.
Who decides what
You decide what is in scope and accept each fix. Your team merges, switches over and deploys on its own gates, and your bookkeeper or accountant decides how live months are reconciled and corrected.
Handover
Each accepted fix arrives as a pull request or exported configuration with its test evidence, and the test-month reconciliation arrives as a sheet. Anything left unfinished is handed back with notes.
Sharing your product safely. Send a description and invented examples, never real payouts, bank details, invoices or keys. After you agree the project, share test-mode or synthetic data and integration access through the agreed secure route.
What is included, and what is not
- The agreed list of flows and fixes, and the order they are applied
- A pull request or exported configuration for each accepted fix, with its test evidence
- The test-month reconciliation sheet and a final summary of what agrees, what is explained and what is open
Included
- One processor account (Stripe, PayPal or both) feeding one ledger, for the flows named in the written proposal
- The agreed fixes from the components below, applied and tested on a demo or sandbox ledger
- A test-month reconciliation report with processor, ledger and difference totals by flow and currency, built from the matching rules in the proposal
- A written list of what the test could not prove and what remains for your bookkeeper
Not included
- Bookkeeping, tax, audit or any accounting advice, or deciding how a transaction should be treated in your accounts
- Posting, editing or deleting records in your live accounting system: your authorised account holder does that
- Reconciling your real bank account or any live month: your bookkeeper does that, helped by the result
- Disputes, chargebacks, payroll, card feeds and any flow not named in the proposal
- Replacing your processor, accounting system or integration
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Every flow and fix in the proposal is accepted by you or removed from the list in writing.
Evidence: The final summary with your acceptance or removal recorded for each.
For the stated test month of test data, processor totals and ledger totals by flow and currency agree, or every difference is listed line by line with its cause.
Evidence: The test-month reconciliation sheet with both totals and the difference listing.
Replaying the test month through the fixed flows adds no entry.
Evidence: Entry counts before and after the replay.
Where a report is in scope, it shows every test-month row and a data-as-of time, and a forced failure leaves the previous report in place.
Evidence: The report row count, the status block and the forced-failure result.
Sign-off. You accept each fix, or send it back with comments, and then you accept the test-month reconciliation and the final summary.
If it fails. A fix we cannot complete is named with the reason and what it would take, and is taken off the list with a matching change to the price. Nothing is billed as delivered that you have not accepted.
When it fits, and when we stop
It fits when
- The processor flows in scope are named, and test-mode or invented data can stand in for a month
- A demo organisation or sandbox ledger can be used for the tests
- Your bookkeeper can state how each flow should appear in the ledger
- A person on your side can accept each fix and the final summary
- Real financial records are shared only after written agreement, through a secure handoff we agree with you
We stop and tell you if
- The flows cannot be tied to processor identifiers on either side
- Most of the difference comes from sources outside the named processor and ledger
- Nobody can say how a flow should appear in the ledger
What could go wrong
Every fix is a separate pull request or configuration your team applies, so any one can be reverted on its own. If the project stops, accepted fixes stay accepted and the rest is handed back with notes. Nothing in your live accounting records is changed by this project.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A test month agrees only because invented data is too simple. | The test set must include a refund, a partial refund, a fee, a dispute where in scope and each currency, and the summary lists what it could not prove. |
| Flows interact so a fix for one disturbs another. | Fixes are applied in a written order and the whole test month is re-run after each. |
| The result is read as a clean bill of health for live accounts. | The summary says plainly it covers the test month and named flows only and gives no assurance about live accounts. |
Each change and each sheet is reviewed separately from the work that produced it, and you accept every part. No human supervisor is included unless your proposal names one. At launch the work is largely automated, and we say so.
Stays with a person
- You accept each fix and the final summary
- You merge, switch over and deploy on your own gates
- Your bookkeeper or accountant decides how live months are reconciled
Access we would need
- Test-mode or synthetic processor data
- Read access to the integration through the agreed route
- A demo or sandbox ledger created by you
Questions
Does this show that my real books reconcile?
No. The report is built from the matching rules in your proposal over one stated test month of test data. It shows that the links work, not that your live accounts agree, and it is not an audit or any assurance about your books. Reconciling and correcting live months, including your bank account, remains with your bookkeeper.
Do I need both Stripe and PayPal?
No. The proposal names only the flows you use, and the price covers those.
What if my differences come from somewhere else?
We say so in writing, with evidence, and re-scope the project rather than absorb unrelated work.
Send an enquiry
Send us
- The processor or processors, the accounting system and the currencies in use
- A description of how each flow reaches the ledger today, with invented examples
- Who accepts changes and who reconciles the bank
Later, once you agree
- Test-mode or synthetic processor data, and read access to the integration through the agreed route
- A demo organisation or sandbox ledger created by you
- A secure, company-controlled handoff route agreed before any access; no passwords, keys or customer records by ordinary email
Your processor, bank, ledger and credentials stay yours. We work on branches or copies and a demo or sandbox ledger you create, through a company-controlled handoff, and return pull requests and sheets that your team reviews and applies. We never post or edit in your live systems.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “recon-payments-to-ledger-month-reconciles” as the subject.