Reconcile payment gateway and database transactions automatically

Compares your database and payment gateway records, flags mismatches, and emails your finance team a summary report.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig(["scheduled reconciliation run"]):::trigtime s0["pull transactions from sources"]:::svc s1["compare transaction sets"]:::task s2[("log categorized results")]:::store s3["email summary report"]:::task trig --> s0 s0 --> s1 s2 --> s3 gx{"× transaction match status"}:::gate s1 --> gx p00["log matched"]:::task gx -->|"matched"| p00 p10["log mismatched"]:::task gx -->|"mismatched"| p10 p20["log missing"]:::task gx -->|"missing"| p20 jn{"○ log to sheet"}:::gate p00 --> jn p10 --> jn p20 --> jn jn --> s2 out[/"categorized reconciliation log and report"/]:::out pay{{"catch mismatches without manual matching"}}:::pay s3 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
Email AutomationDocument Processing & OCRSpreadsheet & Database OpsReporting & AnalyticsFinance & Accounting
Connects
Google SheetsGmail

The problem it solves

Matching up transactions between your database and your payment processor by hand is tedious and error-prone. Small discrepancies get missed until they turn into bigger accounting headaches at month end.

Who it fits

Finance and accounting teams reconciling online payment transactions.

How it works

  1. Runs on a schedule to pull transactions from your database and payment gateway sheets
  2. Compares the two sets and sorts them into matched, mismatched, and missing
  3. Flags duplicate transactions separately
  4. Logs each category into its own tracking sheet
  5. Emails a summary reconciliation report to the finance team
What you get

Mismatches flagged before they become a headache

Your database and payment gateway records get compared automatically, with mismatches flagged and a summary sent straight to your finance team.

What you get

A categorized reconciliation log in Google Sheets and an emailed summary report.

What you need

A Google account with Sheets access and an email account for sending reports.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

Related automations

Back to the AI Playbook