What files are required?

Typically subscription billing reports and payment gateway transaction reports. Refund, chargeback, settlement, ERP, or supporting files may also be included.

Can Cointab reconcile recurring subscription renewals?

Yes. Cointab can compare recurring billing records against successful payment collections and identify failed or missing renewals.

Can Cointab identify refunds and chargebacks?

Yes. Refund and chargeback reports can be included to help explain collection differences.

Can I reuse this reconciliation every month?

Yes. Once this template is selected and used, the same setup can be reused for future periods.

Can this run automatically?

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

What if my subscription platform uses a different format?

Cointab validates uploaded files against the expected format. If formats differ significantly, users can update the workflow or create a custom reconciliation.

Can AI help with subscription reconciliation?

Yes. AI can help match difficult open transactions, analyze collection differences, review exceptions, and suggest possible reasons and next actions.

Can I manually match transactions?

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

Can I download the reconciliation report?

Yes. Users can download Excel reports with fully matched, partially matched, unmatched, skipped, and transaction-level details.

Popular reconciliation template

Subscription Billing vs Payment Gateway Reconciliation

Reconcile subscription billing records with payment gateway transactions to match recurring payments, renewals, refunds, chargebacks, settlements, and revenue collections in one structured workflow.

Upload the required subscription and payment gateway reports, select the period, run reconciliation, and review fully matched, partially matched, unmatched, and skipped records.

Start this reconciliation Schedule guided setup

View demo report

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

Subscription Billing Report

Payment Gateway Transactions

Refund / Chargeback Data

Settlement Report

Cointab Subscription Reconciliation

MatchedPartially MatchedUnmatchedSkipped

Reconcile subscription billing records with actual payment collections

Subscription businesses process recurring invoices, renewals, refunds, failed payments, and gateway settlements. Cointab helps bring these into a clear reconciliation report.

The Subscription Billing vs Payment Gateway reconciliation helps finance teams compare subscription invoices, recurring charges, and renewal records against actual payment gateway transactions.

This helps finance teams answer questions such as:

Which subscription invoices were successfully paid?
Which renewals failed to collect payment?
Which subscriptions remain unpaid?
Which refunds or chargebacks affected collections?
Which payments were received but not reflected in billing records?
Which subscription records do not have matching payment transactions?
Which transactions require follow-up or investigation?
Which items need accounting review before month-end close?

This template is useful for SaaS companies, subscription businesses, membership platforms, recurring billing businesses, and finance teams managing subscription revenue reconciliation.

Required files for this template

Cointab's ready-made workflow is designed around standard subscription billing and payment gateway reports used for recurring revenue reconciliation.

Data source	Example records
Subscription Billing Report	Used as the primary source containing subscription invoices, renewals, recurring charges, and customer billing records.
Payment Gateway Transaction Report	Used to compare billing records against actual payment transactions.
Refund and Chargeback Report	Used where refunds, disputes, reversals, or chargebacks need to be reconciled separately.
Settlement or Payout Report	Used to compare successful collections against gateway settlements and payouts.
Supporting Data	Optional supporting files can be used for customer mapping, subscription plans, product information, billing cycles, accounting references, or other enrichment.

What Cointab matches in subscription reconciliation

Cointab compares subscription billing records, payments, renewals, refunds, settlements, and collection activity across systems.

Subscription invoices

Match subscription invoices with corresponding payment transactions.

Renewal collections

Verify whether recurring renewals have been successfully collected.

Refunds and chargebacks

Identify whether refunded or disputed subscriptions are correctly reflected in collections.

Settlement and payout amounts

Compare successful payment collections with settlement records received from payment gateways.

Failed and pending payments

Review subscriptions where payment attempts failed or remain pending.

Internal accounting records, if added

If ERP, accounting, or revenue reports are included, Cointab can compare subscription collections against internal books.

Common subscription reconciliation exceptions

Cointab helps finance teams focus on differences instead of manually reviewing every subscription transaction.

Invoice not paid

A subscription invoice exists but no corresponding payment is found.

Payment without billing record

A payment transaction exists without a matching subscription invoice or renewal record.

Amount mismatch

The subscription reference matches, but billing and payment amounts differ.

Failed renewal collection

A renewal was generated but payment was unsuccessful.

Refund or chargeback difference

Refunds, disputes, reversals, or chargebacks do not match expected records.

Settlement difference

Collected payments do not fully match settlement or payout reports.

Duplicate payment

The same subscription payment appears multiple times.

Missing or unclear reference

Subscription ID, invoice ID, customer ID, or transaction reference is missing or incomplete.

Skipped record

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

How this ready-made reconciliation works

Cointab pre-configures the workflow so your team does not need to rebuild the subscription reconciliation setup every period.

Select the template

Choose Subscription Billing vs Payment Gateway from popular reconciliations.

Select the period

Choose the month, quarter, year, lifetime period, or custom period you want to reconcile.

Upload subscription reports

Upload subscription billing reports, payment gateway reports, settlement reports, and any required refund or chargeback files.

Validate file format

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

Run reconciliation

Cointab applies predefined data preparation and matching logic for subscription and payment data.

Review output

View fully matched, partially matched, unmatched, 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 transactions where fixed rules are not enough.

Structured matching

Structured matching can use:

Subscription IDInvoice IDCustomer IDPayment referenceTransaction IDGateway referenceSettlement referenceAmount fieldsDate fieldsBilling cycle informationDerived or cleaned identifiers

Matching scenarios

One-to-one
One subscription invoice matches one payment transaction.
One-to-many
One invoice maps to multiple payment or adjustment entries.
Many-to-one
Multiple billing records are grouped into one settlement or payout.
Many-to-many
Multiple subscription and payment records are grouped and compared.
Partial matching
Identifiers match, but amounts differ.
Net and contra matching
Refunds, chargebacks, credits, and adjustments are netted where required.

AI-assisted transaction matching

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

References are incomplete
Customer identifiers differ across systems
Gateway descriptions are inconsistent
Refund activity affects payment flows
Multiple possible matches exist
Subscription metadata is incomplete

AI exception analysis

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

Failed paymentRefund adjustmentChargebackSettlement timing differenceMissing billing recordDuplicate transactionInternal accounting issueGateway-side issueRevenue recognition timing difference

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

Audit-ready subscription reconciliation reports

Cointab gives your team a clear report showing which subscription records matched, partially matched, remained unmatched, or were skipped.

Report categories

Fully matched
Subscription and payment records where identifiers and amounts match.
Partially matched
Records where identifiers match but amounts differ.
Unmatched in Billing
Subscription records present in billing data but not found in payment records.
Unmatched in Payment Gateway
Payment transactions that do not clearly match subscription records.
Skipped
Records excluded due to missing, invalid, duplicate, incomplete, or unusable data.

Report capabilities

Summary cards
Transaction-level details
Filters for review
Difference amounts
Matched transaction drill-down
Manual match
Undo manual match
Excel export
Audit-friendly output

Automate recurring subscription 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

Run automatically

Schedule reconciliation:

MonthlyWeeklyDailyAfter file receiptAfter all required files are availableAt a custom frequency

Push output back

Send reconciliation output to:

ERPAccounting systemRevenue recognition platformBI dashboardInternal finance systemAnalytics databaseData warehouseInternal exception tracker

Matched subscription invoices
Failed renewal collections
Refund and chargeback differences
Unmatched payments
Open items
Suggested actions
Excel reconciliation report
Structured API output

View a subscription reconciliation demo report

See how Cointab presents subscription billing vs payment gateway output with matched, partially matched, unmatched, and skipped transactions.

Subscription Billing vs Payment Gateway Demo

Explore a sample report showing subscription invoices, renewals, payment transactions, refunds, settlements, and open items.

View demo report

Explore related reconciliation workflows

Cointab supports other payment, revenue, and finance reconciliation workflows.

Sales vs Payment Gateway

Reconcile sales records with payment gateway transactions, refunds, fees, and settlements.

View template

Bank Statement vs Books

Compare bank statement entries with accounting records.

View template

Customer Ledger vs Customer Statement

Match customer balances, payments, and credit notes.

View template

Loan Repayment vs Payment Gateway

Reconcile loan collections with payment gateway transactions.

View template

Built for subscription and recurring revenue businesses

This template is useful for teams that regularly reconcile recurring billing and payment collections.

SaaS companies

For businesses managing recurring subscriptions and monthly billing cycles.

Membership platforms

For organizations handling recurring member payments and renewals.

Subscription businesses

For businesses offering subscription-based products or services.

Finance and accounting teams

For teams preparing month-end close, revenue reporting, and audits.

Outsourced finance teams

For accounting firms managing subscription reconciliation for multiple clients.

Trusted by teams handling recurring financial reconciliations

Cointab is used by finance and operations teams that reconcile high-volume, multi-source financial and operational data across payments, subscriptions, banks, partners, 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

Subscription Billing vs Payment Gateway FAQs

Start subscription billing reconciliation

Use Cointab's ready-made subscription reconciliation workflow to match billing records, identify collection differences, 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

Subscription Billing vs Payment Gateway Reconciliation

Reconcile subscription billing records with payment gateway transactions to match recurring payments, renewals, refunds, chargebacks, settlements, and revenue collections in one structured workflow.

Upload the required subscription and payment gateway reports, select the period, run reconciliation, and review fully matched, partially matched, unmatched, and skipped records.

View demo report

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

Data source

Example records

Subscription Billing Report

Used as the primary source containing subscription invoices, renewals, recurring charges, and customer billing records.

Payment Gateway Transaction Report

Used to compare billing records against actual payment transactions.

Refund and Chargeback Report

Used where refunds, disputes, reversals, or chargebacks need to be reconciled separately.

Settlement or Payout Report

Used to compare successful collections against gateway settlements and payouts.

Supporting Data

Optional supporting files can be used for customer mapping, subscription plans, product information, billing cycles, accounting references, or other enrichment.

Start subscription billing reconciliation

Use Cointab's ready-made subscription reconciliation workflow to match billing records, identify collection differences, review exceptions, and export audit-ready reports.

View demo report

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