What is Bookings vs Payment Gateway reconciliation?

Bookings vs Payment Gateway reconciliation is the process of comparing booking records with payment gateway transactions to identify matched payments, missing bookings, missing gateway transactions, failed payments, refunds, cancellations, fee differences, settlement differences, and open items.

What files are required?

The main files are usually the booking report and payment gateway transaction report. Depending on the workflow, settlement reports, refund reports, cancellation reports, chargeback reports, bank statements, ERP exports, channel reports, or supporting data files may also be used.

Can Cointab identify paid gateway transactions missing from booking records?

Yes. Cointab can show successful payment gateway transactions that do not clearly match booking records.

Can Cointab identify bookings missing from payment gateway reports?

Yes. Booking records that do not clearly match payment gateway transactions can be shown separately for review.

Can Cointab identify bookings marked paid but failed in the gateway?

Yes. Cointab can compare booking payment status with gateway status to identify cases where the booking system shows paid but the gateway shows failed, pending, cancelled, abandoned, or reversed.

Can Cointab identify gateway successful but booking not confirmed?

Yes. Successful gateway transactions can be flagged where the booking system still shows pending, unpaid, failed, or not confirmed.

Can Cointab reconcile refunds and cancellations?

Yes. Full refunds, partial refunds, failed refunds, delayed refunds, cancellations, cancellation fees, no-show charges, and reversal entries can be included where the data is available.

Can Cointab reconcile chargebacks?

Yes. Chargebacks, disputes, reversals, deductions, and representment-related entries can be included where the payment gateway provides that data.

Can Cointab reconcile gateway fees?

Yes. Gateway fees, processing charges, convenience fees, taxes, service charges, and settlement deductions can be compared where the data is available.

Can Cointab compare payment gateway settlements with bank credits?

Yes. Settlement reports and bank statements can be added to trace gateway transactions from bookings to settlement and actual bank credits.

Can Cointab handle partial payments?

Yes. Partial payments, advance payments, balance payments, split payments, and grouped payments can be compared where the data is available.

Can Cointab support bookings from multiple channels?

Yes. Booking data from websites, apps, partners, agents, marketplaces, OTAs, affiliates, and offline channels can be reconciled where the data is available.

Can I reuse this reconciliation every day or month?

Yes. Once this template is selected and the workflow is used, the same setup can be reused for daily, weekly, monthly, booking-cycle, settlement-cycle, or custom reconciliation periods.

Can this run automatically?

Yes. Once configured, Cointab can receive or pull required reports through email, SFTP, or APIs where available, run reconciliation automatically, and push output back to downstream systems.

What if my booking or payment gateway report format is different?

Cointab validates uploaded files against the expected format. If the file format is different, users can correct the file, update the workflow, or create a custom reconciliation.

Can AI help with booking and payment gateway reconciliation?

Yes. AI can help match difficult open records, review messy references, analyze exceptions, create derived columns, and suggest possible reasons and next actions.

Can I manually match booking and payment gateway records?

Yes. Users can manually match records that the system and AI could not confidently match, and undo manual matches if needed.

Can I download the booking and payment gateway reconciliation report?

Yes. Users can download Excel reports with fully matched, partially matched, refunded, cancelled, unmatched, skipped, booking-level, customer-level, gateway-level, settlement-level, and transaction-level details.

Popular reconciliation template

Bookings vs Payment Gateway Reconciliation

Reconcile booking records with payment gateway transactions to match paid bookings, successful payments, failed payments, pending payments, cancellations, refunds, reversals, gateway fees, settlements, and open items in one structured workflow.

Upload the required booking report and payment gateway report, select the period, run reconciliation, and review fully matched, partially matched, unmatched, refunded, cancelled, and skipped records.

Start this reconciliation Schedule guided setup

View demo report

Ready-made workflow · Reusable every period · Manual upload or automated data flow

Booking Report

Payment Gateway Transaction Report

Refund / Cancellation Data

Settlement / Bank / Accounting Data

Cointab Bookings-Payment Gateway Reconciliation

MatchedPartially MatchedRefundedCancelledUnmatchedSkipped

Reconcile bookings with payment gateway transactions

Booking systems and payment gateway reports often show the same customer transaction with different booking IDs, payment IDs, statuses, timestamps, fees, refunds, settlement values, and failure reasons. Cointab helps bring these records into one clear reconciliation report.

The Bookings vs Payment Gateway Reconciliation template helps finance, operations, and accounting teams compare booking records with payment gateway transaction reports.

This helps teams answer questions such as:

Which bookings were successfully paid through the payment gateway?
Which paid gateway transactions are missing from the booking system?
Which bookings were created but payment failed, remained pending, or was cancelled?
Which bookings were marked paid internally but failed or reversed in the gateway?
Which refunds, partial refunds, cancellations, chargebacks, or reversals explain the difference?
Which gateway fees, taxes, deductions, or settlement amounts need review?
Which payment gateway transactions were settled but not mapped to bookings?
Which items need payment gateway follow-up, booking system correction, customer support review, finance review, or accounting correction?

This template is useful for travel companies, ticketing platforms, hotel booking platforms, event booking platforms, tour operators, online marketplaces, SaaS booking platforms, finance teams, controllers, CFOs, and accounting firms that need a repeatable booking-to-payment-gateway reconciliation process.

Required files for this template

Cointab's ready-made workflow is designed around common booking reports, payment gateway transaction reports, refund reports, cancellation reports, settlement reports, bank statements, ERP exports, and supporting operational files.

Data source	Example records
Booking Report	Used as the booking-side source containing booking IDs, customer IDs, customer names, booking dates, booking amounts, booking status, payment status, channel, product or service details, cancellation status, and refund status.
Payment Gateway Transaction Report	Used as the payment-side source containing payment IDs, order IDs, transaction IDs, gateway references, payment status, payment dates, payment method, gross amount, gateway response, and customer payment details.
Payment Gateway Settlement Report	Optional, but useful where payment transactions need to be linked with settlement batches, settlement dates, settlement UTRs, gateway fees, taxes, chargebacks, net settlement values, and bank transfer references.
Refund Report	Optional, but useful where full refunds, partial refunds, failed refunds, delayed refunds, duplicate refunds, or customer refund transactions need to be reconciled.
Cancellation Report	Optional, but useful where cancelled bookings, cancellation fees, no-show charges, refund eligibility, partial cancellations, or cancellation timestamps need to be compared.
Chargeback / Dispute Report	Optional, but useful where payment disputes, chargebacks, representments, reversal entries, and gateway deductions need to be reconciled.
Customer Master / Booking Master	Optional, but useful where customer IDs, user IDs, booking references, guest details, product details, channel information, or account mappings need to be enriched.
Channel / Partner Report	Optional, but useful where bookings come from marketplaces, agents, OTAs, travel partners, event partners, affiliates, or external sales channels.
Bank Statement	Optional, but useful if the finance team wants to compare payment gateway settlements with actual bank statement credits.
ERP / Accounting Export	Optional, but useful if booking revenue, customer receivables, gateway fees, refunds, cancellations, taxes, settlements, and accounting postings are maintained in SAP, Oracle, NetSuite, Microsoft Dynamics, Tally, Zoho Books, QuickBooks, or another accounting system.
Supporting Data	Optional supporting files can be used for booking mapping, customer mapping, payment mapping, settlement mapping, refund mapping, cancellation mapping, channel mapping, GL mapping, entity mapping, tax mapping, or other enrichment.

What Cointab matches in booking and payment gateway reconciliation

Cointab compares booking records with payment gateway transactions across booking IDs, payment IDs, amounts, statuses, refunds, cancellations, fees, settlements, and optional bank or accounting data.

Bookings and successful payments

Match booking records with successful payment gateway transactions.

Booking and payment references

Compare booking IDs, order IDs, customer IDs, payment IDs, transaction IDs, gateway references, receipt numbers, invoice numbers, and settlement references.

Customer and booking details

Compare customer names, user IDs, emails, phone numbers, booking dates, travel dates, event dates, service dates, product details, and booking channels where available.

Booking and payment amounts

Compare booking amount, paid amount, gateway transaction amount, convenience fee, cancellation fee, refund amount, chargeback amount, tax amount, and net received amount.

Payment status

Compare paid, successful, failed, pending, abandoned, cancelled, reversed, refunded, partially refunded, disputed, and chargeback statuses.

Refunds and cancellations

Match cancelled bookings, full refunds, partial refunds, refund reversals, failed refunds, cancellation fees, no-show charges, and adjustment entries.

Gateway fees and deductions

Compare gateway fees, processing charges, convenience fees, service charges, taxes, chargebacks, deductions, and net settlement amounts.

Settlement records

If settlement files are included, compare successful gateway payments with settlement batches, payout dates, settlement UTRs, net settlement values, and bank credits.

Accounting postings

If ERP or accounting data is included, compare booking revenue, customer receivables, taxes, gateway fees, refunds, cancellations, bank receipts, and settlement entries.

Internal records, if added

If channel, partner, bank, ERP, tax, customer, or support data is included, Cointab can connect booking-payment gateway reconciliation with wider finance and operations workflows.

Common booking and payment gateway reconciliation exceptions

Cointab helps finance teams focus on booking-payment differences instead of manually reviewing every booking, payment, refund, cancellation, fee, and settlement transaction.

Booking not found in payment gateway

A booking exists in the booking system, but no matching payment gateway transaction is found.

Payment gateway transaction not found in bookings

A successful payment gateway transaction appears without a matching booking record.

Booking marked paid but payment failed

A booking is marked paid internally, but the gateway shows failed, pending, cancelled, reversed, or abandoned status.

Gateway successful but booking not confirmed

A payment is successful in the gateway, but the booking system does not show confirmed or paid status.

Amount mismatch

The booking ID, order ID, payment ID, or customer reference appears to match, but booking amount and payment gateway amount differ.

Partial payment mismatch

A customer paid partially, but the booking system or payment gateway report does not reflect the partial amount correctly.

Refund mismatch

A refund appears in the booking system but is missing, failed, delayed, or recorded differently in the payment gateway report.

Cancellation mismatch

A booking is cancelled, but the payment, refund, cancellation fee, or accounting status does not match.

Duplicate payment

The same booking ID, order ID, payment ID, transaction ID, or gateway reference appears more than once.

Duplicate booking

The same customer, date, amount, product, or order reference appears as multiple booking records.

Chargeback mismatch

A dispute or chargeback appears in the payment gateway report but is missing or handled differently in booking or accounting records.

Gateway fee mismatch

Gateway fees, processing charges, convenience fees, taxes, or settlement deductions do not match expected values.

Settlement mismatch

Gateway settlement amount does not agree with expected booking collection value after fees, refunds, chargebacks, and deductions.

Timing difference

A booking belongs to one period internally but appears in the payment gateway report, settlement report, bank statement, or accounting system in another period.

Wrong booking or customer allocation

A payment, refund, fee, cancellation, or settlement is mapped to the wrong booking, customer, channel, product, branch, entity, or business unit.

Missing or unclear reference

Booking ID, order ID, customer ID, payment ID, gateway reference, transaction ID, settlement ID, UTR, or narration is missing, incomplete, or inconsistent.

Skipped record

A row cannot be reconciled because required data is missing, invalid, duplicate, incomplete, or unusable.

How this ready-made reconciliation works

Cointab pre-configures the workflow so your team does not need to rebuild the booking and payment gateway reconciliation setup every period.

Select the template

Choose Bookings vs Payment Gateway from popular reconciliations.

Select the period

Choose the day, week, month, quarter, booking cycle, settlement cycle, financial year, lifetime period, or custom period you want to reconcile.

Upload booking and payment gateway reports

Upload the booking report, payment gateway transaction report, and any required settlement, refund, cancellation, chargeback, customer, channel, bank, ERP, or supporting files.

Validate file format

Cointab checks whether the uploaded files match the expected structure and highlights missing or incorrect columns.

Run reconciliation

Cointab applies predefined data preparation and matching logic for booking and payment gateway data.

Review output

View fully matched, partially matched, unmatched, refunded, cancelled, and skipped records.

Download or automate

Download the Excel report, or automate future data input and output through email, SFTP, or APIs.

Structured matching first, AI assistance for difficult cases

Cointab applies structured reconciliation logic first, then uses AI to help with difficult open records where fixed rules are not enough.

Structured matching

Structured matching can use:

Booking IDOrder IDCustomer IDUser IDCustomer nameCustomer emailCustomer phoneInvoice numberReceipt numberPayment IDPayment gateway transaction IDGateway referenceGateway order referenceSettlement IDSettlement UTRBank UTRTransaction IDVoucher numberERP document numberChannel codePartner codeProduct codeService codeBooking statusPayment statusGateway payment statusRefund statusCancellation statusSettlement statusChargeback statusBooking amountPaid amountGateway transaction amountConvenience fee amountGateway fee amountTax amountCancellation fee amountRefund amountPartial refund amountChargeback amountReversal amountNet settlement amountNet received amountBooking datePayment dateCancellation dateRefund dateSettlement dateBank credit dateTravel dateEvent dateService datePosting dateDerived or cleaned identifiers

Matching scenarios

One-to-one
One booking record matches one payment gateway transaction.
One-to-many
One booking maps to multiple payment attempts, partial payments, refunds, fees, cancellations, chargebacks, or settlement entries.
Many-to-one
Multiple bookings are grouped into one payment gateway settlement, payout batch, bank credit, or accounting entry.
Many-to-many
Multiple booking records, payment transactions, refund records, fee records, chargeback entries, and settlement records are grouped and compared together.
Partial matching
Identifiers match, but booking amount, gateway amount, refund amount, fee amount, settlement amount, or status differs.
Status-level matching
Booking status, payment status, gateway status, cancellation status, refund status, chargeback status, settlement status, and bank status are compared together.
Settlement-level matching
Gateway transactions, fees, taxes, refunds, chargebacks, deductions, settlement UTRs, net settlements, and bank credits are compared together where required.
Channel-level matching
Bookings from channels, partners, marketplaces, OTAs, agents, affiliates, or business units are compared with payment and settlement records.
Net and contra matching
Bookings, payments, failed payments, duplicate payments, refunds, cancellations, cancellation fees, gateway fees, chargebacks, reversals, and settlement deductions are netted where required.

AI-assisted transaction matching

After structured rules run, AI helps match difficult open transactions where:

References are incomplete
Booking IDs or payment IDs are missing
Order IDs are formatted differently across systems
Customer names are written differently
Gateway references appear in different fields
One booking has multiple payment attempts
One payment is split across multiple booking records
One settlement contains multiple bookings
Refunds are not clearly linked to original payments
Cancellations have partial fee or refund logic
Gateway fee descriptions are inconsistent
Bank narration is messy
Amounts require contextual review
Multiple possible matches exist

AI exception analysis

For transactions that remain open, AI can help identify possible reasons such as:

Booking missing in payment gatewayPayment gateway transaction missing in bookingsBooking marked paid but gateway failedGateway successful but booking not confirmedPartial payment differenceDuplicate paymentDuplicate bookingRefund mismatchCancellation mismatchChargeback mismatchGateway fee differenceSettlement timing differenceWrong booking allocationWrong customer allocationPosting period differenceInternal booking system issueGateway processing issueUnclear reference

AI assists matching and exception review, but Cointab keeps reconciliation transparent, reviewable, and audit-friendly.

Audit-ready bookings and payment gateway reconciliation reports

Cointab gives your team a clear report showing which booking, payment gateway, refund, cancellation, fee, chargeback, settlement, and bank records matched, partially matched, remained unmatched, or were skipped.

Report categories

Fully matched
Booking and payment gateway records where identifiers, statuses, and amounts match.
Partially matched
Records where identifiers match but booking amount, gateway amount, refund amount, fee amount, settlement amount, or status differs.
Unmatched in booking records
Payment gateway transactions that do not clearly match booking records.
Unmatched in payment gateway
Booking records that do not clearly match payment gateway transactions.
Status differences
Records where booking status, payment status, gateway status, refund status, cancellation status, or settlement status does not agree.
Failed payment differences
Records where failed, pending, cancelled, abandoned, retried, or reversed payment statuses require review.
Refund differences
Records where full refunds, partial refunds, delayed refunds, failed refunds, duplicate refunds, or refund reversals require review.
Cancellation differences
Records where cancellations, cancellation fees, no-show charges, refund eligibility, or partial cancellations require review.
Chargeback differences
Records where disputes, chargebacks, reversals, and payment deductions require review.
Fee and deduction differences
Records where gateway fees, taxes, convenience fees, processing charges, service fees, chargebacks, or settlement deductions require review.
Settlement differences
Records where settlement ID, settlement UTR, payout date, net settlement amount, or bank credit requires review.
Skipped
Records excluded due to missing, invalid, duplicate, incomplete, or unusable data.

Report capabilities

Summary cards
Transaction-level details
Booking-level filters
Customer-level filters
Channel-level filters
Payment status filters
Refund status filters
Cancellation status filters
Settlement filters
Difference amounts
Matched transaction drill-down
Manual match
Undo manual match
Excel export
Audit-friendly output

Automate recurring bookings and payment gateway reconciliation

Once this workflow is stable, Cointab can automate file input, reconciliation runs, and output delivery.

Bring data into Cointab

Data can be received or pulled through:

EmailSFTPAPI integrations, where available

Run automatically

Schedule reconciliation:

DailyWeeklyMonthlyEnd of dayAt month-end closeBooking cycle-wiseSettlement cycle-wiseAfter booking report exportAfter payment gateway file receiptAfter settlement file receiptAfter refund file receiptAfter cancellation file receiptAfter bank statement receiptAfter all required files are availableAt a custom frequency

Push output back

Send reconciliation output to:

Booking systemERPAccounting systemPayment operations dashboardCustomer support dashboardRefund operations workflowCancellation review workflowFinance operations dashboardBI dashboardInternal finance systemAnalytics databaseData warehouseInternal exception trackerPayment gateway follow-up workflowAccounting close workflowAudit or compliance system

Matched bookings
Matched payment gateway transactions
Matched settlement records
Unmatched booking records
Unmatched gateway transactions
Gateway successful but booking not confirmed records
Booking marked paid but gateway failed records
Failed payment records
Duplicate payment records
Duplicate booking records
Refund differences
Cancellation differences
Chargeback differences
Gateway fee differences
Settlement differences
Wrong booking allocation records
Wrong customer allocation records
Timing differences
Open items
Suggested actions
Excel reconciliation report
Structured API output

View a bookings and payment gateway demo report

See how Cointab presents Bookings vs Payment Gateway output with matched, partially matched, refunded, cancelled, unmatched, and skipped records.

Bookings vs Payment Gateway Demo

Explore a sample report showing booking records, payment gateway transactions, customer details, booking IDs, payment IDs, successful payments, failed payments, refunds, cancellations, chargebacks, gateway fees, settlement differences, and open items.

View demo report

Explore related booking, payment, and settlement reconciliations

Cointab supports other booking, travel, ticketing, marketplace, payment gateway, bank, refund, books, ERP, and finance reconciliation workflows.

Bookings vs Bank

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Payment Gateway Settlement vs Bank

Reconcile payment gateway settlements with actual bank statement credits.

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Sales vs Payment Gateway

Reconcile internal sales or order records with payment gateway transactions across successful payments, failed payments, refunds, and gateway fees.

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Refund and Reversal Reconciliation

Reconcile refunds, reversals, failed refunds, chargebacks, bank debits, customer records, and accounting entries.

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Bank Statement vs Books

Compare bank statement entries with accounting or books records.

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ERP / Books Reconciliation

Reconcile ERP and books records across ledgers, vouchers, journals, payments, receipts, and open items.

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Built for teams reconciling bookings with payment gateway data

This template is useful for teams that regularly reconcile booking records, customer payments, payment gateway transactions, failed payments, refunds, cancellations, gateway fees, settlements, and open items.

Travel companies

For travel businesses reconciling bookings, customer payments, cancellations, refunds, payment gateway collections, and settlement records.

Hotel booking platforms

For hotel booking platforms reconciling room bookings, customer payments, booking cancellations, partial refunds, no-show charges, and gateway settlements.

Ticketing platforms

For platforms reconciling event tickets, transport tickets, attraction tickets, payment gateway transactions, refunds, cancellations, and settlement differences.

Tour operators

For tour and activity operators reconciling package bookings, customer advances, balance payments, failed payments, refunds, and accounting records.

Event booking platforms

For teams reconciling event registrations, ticket sales, booking confirmations, payment gateway collections, refunds, and chargebacks.

Online booking marketplaces

For marketplaces reconciling bookings from multiple sellers, vendors, service providers, payment gateways, refunds, fees, and settlement records.

Finance teams

For teams preparing recurring booking and payment gateway reconciliation reports for daily review, month-end close, reporting, and audit.

Payment operations teams

For teams managing successful payments, failed payments, refunds, reversals, gateway fees, chargebacks, and settlement follow-ups.

Customer support teams

For teams reviewing paid-but-unconfirmed bookings, refund delays, failed payments, duplicate payments, and cancellation-related payment issues.

Accounting teams

For teams reconciling booking revenue, customer receivables, gateway fees, refunds, cancellations, taxes, settlements, and accounting postings.

Controllers

For controllers who need visibility into booking-payment mismatches, refund gaps, chargebacks, fee differences, and settlement issues.

CFOs

For finance leaders who want stronger control over booking revenue, customer collections, refund exposure, settlement accuracy, accounting accuracy, and audit readiness.

Accounting firms

For CA, CPA, or outsourced accounting teams handling travel, ticketing, hospitality, events, marketplace, and booking reconciliation for multiple clients.

Trusted by teams handling booking and payment gateway reconciliation

Cointab is used by finance and operations teams that reconcile high-volume, multi-source transaction data across booking systems, payment gateways, banks, customer records, refunds, cancellations, books, ERP systems, partner reports, and internal systems.

“We have worked on many softwares but we love the ease of using cointab. The staff and support is very instant. They are approachable, proficient and patient. Team is very cooperative with the customisations. The experience of using cointab was nice.”
— Urbanic

Bookings vs Payment Gateway FAQs

Start Bookings vs Payment Gateway Reconciliation

Use Cointab's ready-made booking and payment gateway reconciliation workflow to match bookings, customer payments, gateway transactions, failed payments, refunds, cancellations, fees, settlements, review exceptions, and export audit-ready reports.

Start this reconciliation Schedule guided setup

View demo report

Ready-made workflow · Reusable every period · Manual upload and automation supported

Bookings vs Payment Gateway Reconciliation

Upload the required booking report and payment gateway report, select the period, run reconciliation, and review fully matched, partially matched, unmatched, refunded, cancelled, and skipped records.

View demo report

Ready-made workflow · Reusable every period · Manual upload or automated data flow

Data source

Example records

Booking Report

Used as the booking-side source containing booking IDs, customer IDs, customer names, booking dates, booking amounts, booking status, payment status, channel, product or service details, cancellation status, and refund status.

Payment Gateway Transaction Report

Used as the payment-side source containing payment IDs, order IDs, transaction IDs, gateway references, payment status, payment dates, payment method, gross amount, gateway response, and customer payment details.

Payment Gateway Settlement Report

Optional, but useful where payment transactions need to be linked with settlement batches, settlement dates, settlement UTRs, gateway fees, taxes, chargebacks, net settlement values, and bank transfer references.

Refund Report

Optional, but useful where full refunds, partial refunds, failed refunds, delayed refunds, duplicate refunds, or customer refund transactions need to be reconciled.

Cancellation Report

Optional, but useful where cancelled bookings, cancellation fees, no-show charges, refund eligibility, partial cancellations, or cancellation timestamps need to be compared.

Chargeback / Dispute Report

Optional, but useful where payment disputes, chargebacks, representments, reversal entries, and gateway deductions need to be reconciled.

Customer Master / Booking Master

Optional, but useful where customer IDs, user IDs, booking references, guest details, product details, channel information, or account mappings need to be enriched.

Channel / Partner Report

Optional, but useful where bookings come from marketplaces, agents, OTAs, travel partners, event partners, affiliates, or external sales channels.

Bank Statement

Optional, but useful if the finance team wants to compare payment gateway settlements with actual bank statement credits.

ERP / Accounting Export

Optional, but useful if booking revenue, customer receivables, gateway fees, refunds, cancellations, taxes, settlements, and accounting postings are maintained in SAP, Oracle, NetSuite, Microsoft Dynamics, Tally, Zoho Books, QuickBooks, or another accounting system.

Supporting Data

Optional supporting files can be used for booking mapping, customer mapping, payment mapping, settlement mapping, refund mapping, cancellation mapping, channel mapping, GL mapping, entity mapping, tax mapping, or other enrichment.

Start Bookings vs Payment Gateway Reconciliation

View demo report

Ready-made workflow · Reusable every period · Manual upload and automation supported