Connects to the payment sources you already use:
- Bank accounts
- Stripe
- PayPal
- Shopify
- Amazon
- Uploaded statements
Approved entries post to your ERP.
What is payment reconciliation software?
Payment reconciliation software compares the payments you expected, meaning the sales and invoices in your ERP, with the money that actually arrived from banks, payment processors and marketplaces. It matches what agrees, explains what doesn't and records every decision for your auditor.
Automated payment reconciliation software does this every day, without spreadsheets. Your team reviews the exceptions and approves what posts to the ledger. Our guide to financial reconciliation covers the basics.
Greenloom payment reconciliation software at a glance
- What it is
- Automated, AI-assisted payment reconciliation software that runs alongside your ERP
- Built for
- Controllers and finance teams paid through several processors, marketplaces or delivery apps
- Payment sources
- Bank accounts, Stripe, PayPal, Shopify and Amazon, plus uploaded statements
- How often it runs
- Every day, on every transaction
- What the AI does
- Investigates payments that rules can't match and explains each difference with evidence
- What it never does
- Posts to your ledger without approval, or guesses at a reason it can't prove
- Audit trail
- Every match, explanation and approval, with names and times
- Setup
- A 30-minute call to reconcile one month of your data live, with no ERP changes
- Pricing
- One flat monthly fee, free for 20 days with no card needed
Why don't your payouts match the sales in your books?
Payouts don't match your sales because payment providers pay you net, late and in bundles. A $50,000 sales day can arrive as three deposits on three different dates, and none of them will equal a number in your ERP.
Fees come out first
Processors and marketplaces keep their cut before they pay you, but your books recorded the full sale.
ExplainableRefunds arrive later
A refund or chargeback from last month is deducted from this week's payout, alongside unrelated sales.
ExplainableMany orders, one deposit
Providers batch hundreds of sales into a single transfer, so no individual order matches the bank line.
ExplainableNo usable reference
Customers rarely type the invoice number into a bank transfer, so the memo line tells you nothing.
ExplainableReal errors
Duplicate payouts, fees above your contract rate and missing entries are the ones you need to find.
Needs a personSigns you need payment reconciliation software
If two or more of these are true, your team is doing work that software should be doing for them.
Reconcile my worst month live- Someone exports payouts to a spreadsheet every week to figure out what's inside them.
- The close waits on the same handful of small mismatches every month.
- Payments sit in a suspense account because nobody knows who sent them.
- Nobody checks processor or marketplace fees against the rate in your contract.
- You're paid through two or more processors, marketplaces or delivery apps.
What features does Greenloom's payment reconciliation software include?
Greenloom's payment reconciliation software handles the matching and the chasing, so your team only makes the decisions.
Every payment source in one view
See bank accounts, Stripe, PayPal, Shopify and Amazon side by side, so each day of trading is reconciled together instead of across five files.
Daily reconciliation of every transaction
Greenloom checks every transaction every day rather than a month-end sample, so problems surface while they're still small.
Payout breakdowns
Each short payout is split into processing fees, refunds, chargebacks, withholding tax, bank charges and FX movements, with the amount for each.
Fee checks against your contract
Every deduction is compared with the rate you agreed to. Fees above that rate, or missing from your rate card, are flagged.
Matching without a reference
When the bank memo is meaningless, Greenloom matches payments on customer, date and amount, which keeps them out of your suspense account.
One-to-many and many-to-many matching
Batched payouts, lump-sum customer payments and money that arrives in a later month are matched to the right orders and invoices.
Holds for duplicate, late and split payouts
Each one is held with a plain-English reason, such as a duplicate reference, a payout two days late or a payout split across two batches.
An exception queue with owners
Only unexplained items reach a person, and each one comes with its evidence, an owner and an age.
Approval before anything posts
Matches and explanations stay as proposals until a named person approves them. Only then do entries post to your ERP.
A live audit trail
The trail shows what matched, what was held, the evidence, and who approved each entry and when. You can share it straight with your auditor.
What doesn't Greenloom do?
Finance teams should know where a tool stops. Here's where Greenloom stops.
- It doesn't replace your ERP or general ledger. It works alongside them.
- It doesn't post a journal entry without a yes from your team.
- It doesn't assume a fee exists just because two amounts differ. Without evidence, there's no explanation.
- It doesn't replace your controller's judgment or your auditor's review. It gives both of them the working.
How does automated payment reconciliation software work?
Automated payment reconciliation software works in six steps. It connects your payment sources, standardizes the data, matches clean pairs with rules, investigates the rest with AI, explains or flags each difference, and posts only what your team approves.
Connect your payment sources
Connect your banks, Stripe, PayPal, Shopify and Amazon, or upload statements on day one. Your ERP stays as it is.
Standardize the data
Dates, amounts, currencies, payout IDs and memo lines are put into one format so they can be compared.
Match with rules
Rules handle one-to-one, one-to-many and many-to-many matches, with a small tolerance for rounding.
Investigate what didn't match
AI checks settlement reports, fee schedules, refunds, chargebacks and references for the reason behind each gap.
Explain it or flag it
When evidence supports a reason, the difference is reconciled and the reason is recorded. Otherwise, it becomes an exception for a person.
Approve, post and keep the trail
Your team clears a short queue. Approved entries post to your ERP, with a name and time on every decision.
How does AI improve payment reconciliation?
AI improves payment reconciliation by explaining the payments that rules can't match. In Greenloom, AI handles steps 4 and 5:
- It reads payout files and bank memo lines that don't follow a clean format.
- It links lump-sum deposits to the orders inside them.
- It tests whether a fee, refund, chargeback or tax explains each gap.
Agentic AI tools run this investigation from start to finish on their own. That's only safe when they show their evidence and hand anything they can't prove to a person. In Gartner's 2025 survey, 59% of finance leaders said they use AI in their finance function. Learn more in our guide to AI reconciliation software.
What does automated payment reconciliation look like on a real payout?
Greenloom breaks each payout into its parts, checks every deduction against evidence, and sends only what it can't prove to your team. Choose a payment source to see an example.
| Line | Amount | Evidence | Result |
|---|---|---|---|
| Sales recorded in the ERP (612 orders) | $50,000.00 | Order records | Matched |
| Processing fees | −$1,633.60 | Settlement report and agreed rate | Explained |
| Refund on a February order | −$120.00 | Refund record in the payout file | Explained |
| Remaining difference | −$35.85 | None found | For review |
| Deposit received | $48,210.55 | Bank statement | Balanced |
What your team sees
Your team sees one $35.85 question, with the payout file, fee lines and refund already attached, instead of spending an afternoon in a spreadsheet.
Greenloom didn't decide the last $35.85 was "probably another fee." Without evidence, there's no explanation.
| Line | Amount | Evidence | Result |
|---|---|---|---|
| Marketplace sales for the period | $20,000.00 | Order records | Matched |
| Referral fees | −$3,000.00 | Settlement report and fee schedule | Explained |
| Fulfillment fees | −$2,140.00 | Settlement report | Explained |
| Customer returns from an earlier period | −$310.00 | Return records | Explained |
| Deposit received | $14,550.00 | Bank statement | Fully reconciled |
What your team sees
There's nothing to investigate. The $5,450 gap between sales and cash is explained line by line, with the settlement report as evidence.
The entries wait in the approval queue until someone signs off.
| Line | Amount | Evidence | Result |
|---|---|---|---|
| Delivery orders in the POS for the week | $8,400.00 | POS records | Matched |
| Platform commission charged | −$1,740.00 | Your contract rate allows $1,680.00 | $60 over your rate |
| Customer refund adjustment | −$64.20 | Adjustment line in the payout | Explained |
| Promotion fee | −$150.00 | Promotion you opted into | Explained |
| Deposit received | $6,445.80 | Bank statement | Balanced, 1 flag |
What your team sees
Your team sees a commission charged above the rate you agreed to, with the contract figure next to it. That's money to claim back, not a rounding difference.
Read more about where payment fees really go.
See this on your own payouts
Bring one month of bank and payout statements. In a 30-minute call, we'll reconcile it live and show you what matched, what we explained and what's left for your team.
How does Greenloom compare with spreadsheets, accounting firms and ERP tools?
Greenloom runs every day, checks every transaction and explains its work. Spreadsheets, outsourced accounting firms and ERP matching each leave part of that work to your team.
| Criteria | Greenloom | In-house spreadsheets | Outsourced accounting firm | ERP built-in matching |
|---|---|---|---|---|
| When it runs | Every day | Whenever someone has time | Typically 5 to 15 days after month end | When someone runs it |
| Coverage | Every transaction | Depends on who checks | Often a sample | Items already in the ledger |
| Net payouts | Broken into fees, refunds and tax | Worked through by hand | Left for you to explain | Often left unmatched |
| Fees vs. your contract | Checked on every payout | Only if someone knows the rates | Rarely checked | Not usually checked |
| Payments without a reference | Matched on customer, date and amount | Emails to customers | Questions sent back to you | Usually matched by hand |
| Audit trail | Live, with names and times | Spreadsheets and email | Monthly workpapers | Match history |
| Cost | One flat monthly fee | An analyst's salary | Billed by the hour | Part of your ERP |
What types of payment reconciliation software are there?
There are four main types of payment reconciliation software, and each one fits a different stage of growth.
| Type | What it does | Best fit when |
|---|---|---|
| ERP reconciliation modules (NetSuite, QuickBooks, SAP, Oracle, Microsoft Dynamics, Odoo) | Match bank lines to items already in the ledger | You have few payment channels and payments carry clear references |
| Payment provider reports | Show what's inside one provider's payouts, such as the Stripe payout reconciliation report or Adyen's payout reports | Almost all your revenue runs through one processor |
| Financial close platforms | Manage balance sheet reconciliations, sign-offs and close checklists | Your main pain is certification across many accounts |
| AI payment reconciliation software, such as Greenloom | Matches payouts from every source to your ERP and explains each difference | You're paid through several channels and exceptions keep piling up |
Do you need payment reconciliation software if you already have an ERP?
Most finance teams with several payment channels do. Your ERP reconciles what it already knows about, such as a bank line against an open invoice. It struggles with the question that comes first: what a payment actually is when it arrives net, late or without a reference. ERPs are adding AI here too. Microsoft's Copilot for Business Central, for example, suggests matches for bank lines its rules couldn't match. We look at another example in what Odoo 20's reconciliation update fixes and what it still can't do.
Who uses automated payment reconciliation software?
Finance teams use automated payment reconciliation software when they're paid through several channels at once and their close is held up by exceptions rather than by matching.
By industry
Restaurants and food service
POS sales, DoorDash, Uber Eats and Grubhub payouts, delivery commissions, tips and card deposits rarely agree line for line.
E-commerce and direct-to-consumer brands
Stripe, PayPal and Shopify Payments payouts, Amazon settlements, refunds and chargebacks come in across several sales channels.
Consumer packaged goods
High volumes, distributor and retailer deductions, and payments that arrive weeks after the invoice with a reference that means nothing.
By payment type
- Card processor payouts
- Digital wallet settlements
- Marketplace settlements
- Delivery app payouts
- Buy now, pay later settlements
- ACH and wire transfers
- Lump-sum customer payments
- Multi-currency deposits
By role
| Role | What changes for them |
|---|---|
| Controller | Exceptions arrive already explained, so the close stops waiting on investigations. |
| Head of accounting or finance operations | A short exception queue with owners replaces a growing backlog. |
| CFO or VP of Finance | Numbers hold up to the board and the auditor, and they're ready sooner each month. |
| Treasurer | They get a current view of real cash across banks and payment processors. |
| Accountant or finance assistant | They spend less time matching and chasing, and more time reviewing. |
What are the benefits of automated payment reconciliation?
Automated payment reconciliation gives your team a faster close, hours back every month and fees you can finally hold your providers to.
A faster month-end close
Differences are explained every day, so a pile of small mismatches no longer holds up the close.
Hours back for your team
Your team stops matching lines and starts reviewing a short list of real exceptions.
Fee overcharges found
Every deduction is checked against your contract, so overcharges become claims instead of a cost of doing business.
An easier audit
Every match comes with its evidence and its approver, so audit requests take minutes instead of days.
A true cash position
You know what cash has arrived, where it came from and what's still in transit, across every bank and processor.
Growth without new hires
You can add a sales channel or a brand without adding a person to reconcile it.
How much time does manual payment reconciliation cost your team?
Move the sliders to match your month. The calculator estimates how many hours your team spends investigating payments that don't match on the first pass.
- Payments that need a person
- 500
- Cost per month
- $2,500
- Cost per year
- $30,000
Greenloom investigates these payments first and sends your team only the ones the evidence can't explain.
Prefer to see real numbers? Reconcile one month of your data live.
Is automated payment reconciliation audit-ready and secure?
Automated payment reconciliation is audit-ready when every match traces back to source evidence, a named person approves what posts, and the full trail can go straight to your auditor.
Auditors care about what supports a number and who checked it, not which tool produced it. For US public companies, Section 404 of the Sarbanes-Oxley Act requires management to maintain and assess internal control over financial reporting. In 2024, the PCAOB updated its standards on technology-assisted analysis, which puts more weight on whether the data behind the numbers is reliable.
Daily reconciliation is also a fraud control. The Association for Financial Professionals found that 76% of US organizations faced attempted or actual payments fraud in 2025. The sooner a duplicate payout or wrong deduction is caught, the easier it is to recover.
Questions to ask any vendor about your data
- What access does the software have to our ledger, and can it write without approval?
- Where is our financial data stored, and how is it encrypted?
- Is our data used to train models for other customers?
- How long is our data kept, and how is it deleted?
We answer each of these questions in writing on the first call.
| Your auditor asks | Greenloom shows |
|---|---|
| What supports this match? | The ledger entry, bank line and settlement row behind it |
| Why were these amounts accepted as agreeing? | The named reason and the record that proves it |
| What's still unresolved? | Every open exception, with its age and owner |
| Who approved it, and when? | A name and timestamp on every posted entry |
| Could anything post without review? | No. Proposals wait in a queue until someone approves them. |
How long does it take to set up Greenloom?
You can see Greenloom working on your own data during the first 30-minute call, and run a full close in parallel before you pay anything.
- Day 1
Reconcile a month live
In a 30-minute call, we load one month of your bank and payout statements and walk you through what matched, what we explained and what's left.
- Days 1 to 20
Use it free on your data
Connect your sources or keep uploading statements. You don't need a card, and your ERP doesn't change.
- Your next close
Run one close in parallel
Compare Greenloom's results with your current process and review any differences between the two.
- After that
Go live and add sources
Move each source over once the results agree, then add the next one.
Pricing: one flat monthly fee. Free for 20 days on your own data, with no card needed.
Start my free 20-day trialHow do you choose the best payment reconciliation software?
To choose the best payment reconciliation software, test each tool on your own hardest transactions rather than the vendor's demo data, then ask these questions.
- Does it work with the ERP we already use? Know the switching cost before you fall for a feature.
- Which of our payment sources can it read on day one? Check banks, processors, marketplaces, delivery apps and file uploads.
- What does it do with a payment that doesn't match? Look for a specific answer, not "it learns."
- What happens when there's no evidence? The right answer is "it stays open for a person."
- Does it check fees against our contract rates? Or does it only check that a fee exists?
- Can anything post to our ledger without approval? It shouldn't.
- Will our auditor accept the trail? Look for evidence, an approver and a timestamp on every entry.
- How is it priced at next year's volume? Model per-transaction, per-seat and flat pricing before you sign.
Bring three test cases to every demo
- A processor or marketplace payout that's smaller than the sales inside it
- A bank line with an amount, a date and a memo that means nothing
- A payment for an invoice from two months ago
Watch for these red flags
- Match rates quoted without saying how they're measured
- "Fully autonomous" posting to your ledger
- Demos that only use the vendor's sample data
- No clear answer on where your data goes
What are the best practices for automated payment reconciliation?
- Reconcile daily, not monthly. A day's differences are easy to explain; a month's are not.
- Use the settlement file, not just the deposit. The payout report shows what's inside each net deposit.
- Load your contract rates. Software can only check a fee against a rate it knows.
- Write down your tolerances. Agree on what size of difference is immaterial, so nobody debates rounding every month.
- Give every exception an owner. An exception without an owner becomes next quarter's write-off.
- Separate the preparer and the approver. The person who reconciles shouldn't be the only one who signs off.
- Clear suspense accounts every period. Money that sits there is money nobody has explained.
- Review your rules every quarter. New channels, fees and contracts change what a correct payout looks like.
Payment reconciliation guides
Practical guides from the Greenloom team for controllers and finance operations leads.