Gift card reconciliation
Gift card reconciliation software for finance teams
Cointab helps finance teams reconcile gift card sales, activations, redemptions, refunds, reversals, expiry, breakage, liability balances, settlements, and bank credits.
View live demo reportTrusted by teams reconciling gift card and retail transaction data
Cointab is used by finance and operations teams handling recurring reconciliation across retail sales, eCommerce orders, gift cards, payments, settlements, banks, vendors, and internal systems.
Gift card balances and transactions are difficult to track manually
Gift cards move through multiple stages: sale, activation, redemption, partial redemption, refund, reversal, expiry, and liability accounting. Each stage may sit in a different system or report.
Gift card sales and activations may not match
A gift card may be sold in the POS or eCommerce system, but the activation may be missing, delayed, duplicated, or recorded with a different reference.
Redemptions reduce balances across multiple channels
Gift cards may be redeemed online, in stores, through apps, or through partner systems, making it difficult to track the remaining balance correctly.
Liability balances need regular validation
Gift card value often sits as a liability until redemption or expiry. Finance teams need to reconcile sold value, redeemed value, refunded value, expired value, and closing liability.
Refunds and reversals create mismatches
Cancelled orders, returned items, failed redemptions, reversed transactions, and partial refunds can change gift card balances across systems.
Partial redemptions are hard to review
A single gift card may be redeemed across multiple orders or stores, creating one-to-many and many-to-one matching scenarios.
Expiry and breakage need audit-ready reporting
Expired gift cards, unused balances, breakage recognition, and liability write-backs need clear transaction-level support.
Settlement timing creates open items
Gift card sales, redemption adjustments, partner settlements, and bank credits may appear in different periods.
Excel becomes fragile as volume grows
Finance teams often compare POS reports, gift card platform exports, eCommerce orders, redemption files, refund reports, liability schedules, settlement reports, and bank statements using repeated VLOOKUPs and filters.
Open items need clear action
Teams need to know whether a difference is due to missing activation, duplicate redemption, refund reversal, balance mismatch, expiry adjustment, settlement delay, or accounting entry issue.
What is gift card reconciliation?
Gift card reconciliation is the process of matching internal gift card sales, redemption, refund, and accounting records with gift card platform, POS, eCommerce, settlement, liability, and bank records.
For example, your POS or eCommerce system may show that a gift card was sold to a customer. The gift card platform may show whether the card was activated, redeemed, partially redeemed, reversed, expired, or still open. Your accounting system may show the gift card liability balance, and your bank statement may show the final payment or settlement received.
Cointab helps bring these records together so your finance team can answer:
- Which gift cards were sold and activated correctly?
- Which sold gift cards are missing activation records?
- Which activated gift cards are missing from sales records?
- Which gift cards were redeemed fully or partially?
- Which redemptions match POS or eCommerce orders?
- Which refunds or reversals changed the gift card balance?
- Which cards have incorrect opening or closing balances?
- Which expired cards should be reviewed for breakage or liability adjustment?
- Which gift card settlements match bank credits?
- Which records need follow-up with the gift card platform, store team, payment partner, or accounting team?
Bring together sales, activations, redemptions, balances, settlements, and bank credits
Cointab can reconcile gift card workflows using multiple reports from POS systems, eCommerce systems, gift card platforms, accounting systems, settlement systems, and banks.
| Data source | Example records |
|---|---|
| POS / internal sales report | Gift card sale transaction, invoice number, store, customer, sale amount, payment mode |
| eCommerce order report | Online gift card order ID, customer, order amount, payment status, order status |
| Gift card activation report | Gift card number or token, activation date, activation amount, activation reference |
| Gift card redemption report | Redemption ID, gift card reference, order ID, redeemed amount, redemption date |
| Gift card balance report | Opening balance, loaded value, redeemed value, refunded value, expired value, closing balance |
| Refund / reversal report | Refund ID, reversed redemption, cancelled order, refund amount, reversal date |
| Expiry / breakage report | Expired card, unused balance, expiry date, breakage amount, write-back reference |
| Settlement report | Settlement ID, gift card sale settlement, partner payout, adjustment, net amount |
| Bank statement | Final bank credit, UTR/reference, credit date, settlement amount |
| Accounting / ERP report | Gift card liability ledger, deferred revenue, redemption entries, journal entries |
| Supporting data | Store mapping, customer mapping, card program mapping, channel mapping, tax rules, expiry logic |
Users can start with gift card sales and activation reports, then add redemption, balance, refund, expiry, settlement, accounting, bank, or supporting reports as the workflow becomes more complete.
Find gift card sales, redemption, balance, and liability differences faster
Cointab helps finance teams separate clean gift card matches from exceptions that need review.
Gift card sold but not activated
The internal POS or eCommerce report shows a gift card sale, but the gift card platform does not show a matching activation.
Gift card activated but sale missing
The gift card platform shows an activated card, but no matching sale is found in POS, eCommerce, or internal records.
Activation amount mismatch
The sale amount and activation amount do not match.
Redemption missing internally
The gift card platform shows a redemption, but the matching POS or eCommerce order is not found internally.
Internal redemption missing on platform
The internal order report shows gift card usage, but the gift card platform does not show a matching redemption.
Partial redemption mismatch
The card reference matches, but redeemed amount, remaining balance, or order allocation differs.
Refund or reversal mismatch
A cancelled order, refund, failed redemption, or reversal does not match across internal records and the gift card platform.
Duplicate redemption
The same gift card redemption or transaction reference appears more than once.
Closing balance mismatch
The expected gift card balance does not match the platform balance or accounting liability balance.
Expiry or breakage mismatch
Expired value, unused balance, or breakage amount differs between platform and accounting records.
Settlement amount mismatch
Gift card sales or partner settlements do not match the expected settlement amount.
Bank credit mismatch
Gift card settlement amounts do not match the final bank credit.
Store or channel mismatch
Gift card sales or redemptions are mapped to the wrong store, online channel, business unit, or program.
How Cointab automates gift card reconciliation
Cointab gives finance teams a reusable workflow for preparing gift card data, matching records, reviewing exceptions, and exporting reports.
Select or create the workflow
Start with a gift card reconciliation template or build a custom workflow for your POS, eCommerce system, gift card platform, ERP, accounting system, settlement reports, or internal reports.
Upload or automate data
Upload CSV, XLS, or XLSX files manually, or automate recurring data input through email, SFTP, or APIs.
Map required fields
Select date, amount, and identifier columns such as gift card number, masked card token, activation reference, redemption ID, order ID, invoice number, store code, settlement ID, transaction ID, or bank UTR.
Add supporting data
Use supporting files for store mapping, customer mapping, channel mapping, card program mapping, expiry rules, tax logic, liability mapping, or internal reference enrichment.
Create derived columns
Use AI to create calculated fields such as expected gift card balance, net activated value, redeemed amount after reversal, expiry-adjusted balance, clean card reference, normalized order ID, liability movement, or settlement-adjusted amount.
Run reconciliation
Cointab applies structured matching logic across gift card sales, activations, redemptions, refunds, reversals, expiry reports, balance reports, settlement data, accounting records, and bank statements.
Review exceptions
See fully matched, partially matched, unmatched, and skipped records, then drill into card-level, order-level, settlement-level, or liability-level details.
Download or automate output
Download Excel reports or push matched, unmatched, exception, or summary data back to ERP, accounting, BI, analytics, finance, or internal systems.
Match structured gift card data with rules and difficult exceptions with AI
Cointab applies structured matching first, then uses AI to help with difficult open transactions where card references, order IDs, balance movements, or settlement data are missing, masked, messy, or spread across multiple reports.
Structured matching
Cointab can match gift card records using:
Matching scenarios
One-to-one
One internal gift card sale matches one activation, redemption, settlement, or accounting entry.
One-to-many
One gift card sale maps to multiple redemptions, partial redemptions, reversals, refunds, or liability movements.
Many-to-one
Multiple gift card sales, redemptions, or adjustments are grouped into one settlement, accounting entry, or bank credit.
Many-to-many
Multiple gift card transactions and multiple redemption, refund, settlement, or liability records are grouped and compared.
Partial matching
Gift card reference, order ID, activation reference, or settlement ID matches, but the amount differs because of partial redemption, refund, reversal, expiry, breakage, fee, or timing difference.
Contra / reversal matching
Refunds, reversals, cancellations, expiry adjustments, write-backs, and breakage entries are netted against original gift card sale, redemption, or liability records.
AI-assisted transaction matching
After structured rules run, AI helps match difficult open transactions where:
- Gift card references are masked or formatted differently
- Order IDs appear in different columns
- Activation and sale references do not match directly
- Redemption remarks contain embedded references
- Store names are inconsistent across systems
- Card program names differ across reports
- Refunds or reversals do not directly map to original transactions
- Expiry or breakage adjustments are shown separately
- Multiple possible matches exist across sales, activation, redemption, balance, and bank reports
- Descriptions are unstructured or incomplete
AI exception analysis
For transactions that remain open, AI can help identify possible reasons such as:
AI assists reconciliation, but Cointab keeps the output transparent, reviewable, and audit-friendly.
Clear gift card reconciliation reports your team can use
Cointab gives finance teams a complete report showing what matched, what partially matched, what remains unmatched, and what was skipped.
Report categories
Fully matched
Gift card sales, activations, redemptions, refunds, reversals, expiry entries, settlement entries, liability movements, or bank credits where identifiers and amounts match.
Partially matched
Records where identifiers match but sale amount, activation amount, redemption amount, refund amount, expired value, liability amount, settlement amount, or bank credit amount differs.
Unmatched in internal records
Gift card sales, redemptions, expected settlements, expected liability movements, or accounting entries present internally but not found in gift card platform or external reports.
Unmatched in external records
Gift card activations, redemptions, refunds, reversals, balance movements, expiry entries, or settlement records present externally but not found internally.
Skipped
Rows excluded because of missing, invalid, duplicate, incomplete, or unusable data.
Report capabilities
- Summary cards
- Transaction-level tables
- Card-level detail view
- Order-level detail view
- Balance movement review
- Liability movement review
- Settlement-level detail view
- Matched transaction detail view
- Filters for review
- Difference amounts
- Store-wise review
- Channel-wise review
- Program-wise review
- Excel export
- Manual match
- Undo manual match
- Audit-ready output
- Open-item reason and action analysis
Automate recurring gift card reconciliation
Once your gift card reconciliation workflow is configured, Cointab can automate data input, reconciliation runs, and output delivery.
Bring data into Cointab
Receive or pull data through:
- POS gift card sales report pushed from internal system
- eCommerce gift card order report received by email or API
- Gift card activation report pulled from platform SFTP
- Redemption report uploaded automatically
- Refund and reversal reports received on schedule
- Expiry and breakage report added from gift card platform
- Gift card liability ledger pushed from ERP or accounting system
- Bank credit data added through API or file upload
- Store and program mapping files maintained as supporting data
Run reconciliation automatically
Schedule reconciliation:
Push output back
Send reconciliation output to:
- Fully matched gift card sales
- Matched activation records
- Partially matched gift card transactions
- Unmatched gift card sales
- Unmatched activation records
- Unmatched redemption records
- Refund mismatch records
- Duplicate redemption records
- Closing balance differences
- Expiry and breakage differences
- Gift card liability differences
- Settlement differences
- Bank credit mismatches
- Exception reasons
- Suggested actions
- Excel reports
- Structured API output
Start faster with gift card reconciliation templates
Use a ready-made gift card reconciliation template where available, or create a custom workflow for your POS, eCommerce, gift card platform, liability, settlement, accounting, and bank reports.
Gift Card Sales vs Activation
Best for matching internal gift card sales with gift card platform activation records.
View templateGift Card Redemption vs POS
Best for comparing gift card redemptions with POS or eCommerce order records.
View templateGift Card Balance Reconciliation
Best for reviewing opening balance, loaded value, redeemed value, refunded value, expired value, and closing balance.
View templateGift Card Liability Reconciliation
Best for matching gift card liability movements with accounting, ERP, or ledger records.
View templateGift Card Refund and Reversal Reconciliation
Best for comparing gift card refunds, cancelled redemptions, failed transactions, reversals, and balance adjustments.
View templateGift Card Settlement vs Bank
Best for matching gift card settlements, payouts, adjustments, and final bank credits.
View templateRetail Gift Card Reconciliation
Best for retail teams that want to reconcile store-level sales, activations, redemptions, refunds, balances, settlements, and accounting entries.
View templateeCommerce Reconciliation
Best for teams that want to reconcile online sales, gift cards, payment gateways, refunds, returns, settlements, and bank credits together.
Explore solutionBank Reconciliation
Best for matching final gift card settlements, payments, refunds, and internal accounting records with bank statements.
Explore solutionIf a specific gift card template is not available yet, users can still create a custom reconciliation using their own sales, activation, redemption, refund, reversal, expiry, liability, settlement, accounting, and bank reports.
See a gift card reconciliation report before signing up
Open a sample Gift Card Reconciliation report and see how Cointab presents matched, partially matched, unmatched, and skipped transactions.
Gift Card Reconciliation Demo
See how internal gift card sales are matched with activation records, redemption reports, refund and reversal files, balance reports, settlement data, accounting entries, and bank credits. Review how missing activations, redemption mismatches, balance differences, expiry adjustments, liability differences, and bank credit mismatches are highlighted.
View demo reportBuilt for retail, eCommerce, consumer brands, and finance teams
Cointab is useful for teams that regularly reconcile gift card sales, activations, redemptions, refunds, reversals, expiry, balances, settlements, and accounting liability.
Retail businesses
For retailers reconciling store-level gift card sales, activations, redemptions, refunds, balances, and settlement records.
eCommerce brands
For online businesses matching gift card orders, redemptions, payment gateway records, refunds, and bank credits.
Omnichannel brands
For teams reconciling gift card usage across stores, websites, apps, marketplaces, and customer support channels.
Consumer brands
For brands using gift cards, vouchers, wallets, or stored-value programs across customer purchase journeys.
Finance teams
For teams preparing gift card reconciliation reports for month-end close, books, audit, liability review, and revenue recognition support.
Operations teams
For teams reviewing missing activations, failed redemptions, store-level issues, refund disputes, customer complaints, and platform-side exceptions.
Accounting firms
For firms handling recurring gift card reconciliation for retail, eCommerce, franchise, or consumer brand clients.
Customer support teams
For teams that need visibility into gift card balance issues, failed redemptions, duplicate usage, and refund-related disputes.
Trusted by teams handling retail and gift card reconciliation
Cointab is used by finance and operations teams that reconcile high-volume, multi-source transaction data across retail, eCommerce, gift cards, payments, banks, vendors, 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.”
Gift card reconciliation FAQs
Start reconciling gift card balances and transactions faster
Use a ready-made gift card reconciliation template, build a custom workflow, or schedule a guided setup with the Cointab team.
View live demo reportNo credit card required · Manual uploads and automated data flows supported