Payment reconciliation compares the property’s records with supporting payment, settlement, bank and cash records. A useful checklist makes timing differences visible and gives unresolved items an owner. It should not force unlike totals to match by hiding fees or pending refunds.
Set the reporting cut-off and scope
Choose the period, accounts and payment methods to reconcile. Save the relevant reports using the property’s access controls. A charge taken late in the day may settle later; document that timing difference rather than changing the original transaction date to make totals agree.
- Record report dates and time zones.
- Separate transactions from settlements.
- Restrict access to payment information.
Match the transaction references
Compare deposits, payments and refunds using available references, amounts and dates. Avoid relying on a guest name alone. Investigate duplicate entries and missing postings before making an adjustment. Keep the original evidence and the authorised correction reference.
- Check deposits applied to the correct stay.
- Identify refunds requested but not completed.
- Compare cash receipts against the approved cash process.
Explain gross-to-net differences
A settlement can include deductions or adjustments, depending on the provider arrangement. Compare gross activity, refunds, fees and other documented items to the settlement. Use the actual provider reports and finance-approved treatment; this checklist does not prescribe accounting entries.
- Keep processing fees visible.
- Track chargebacks or disputes separately where applicable.
- Record timing differences with expected resolution dates.
Review exceptions and sign off
An unresolved difference should have an amount, reason, supporting reference, owner and next review date. A second authorised colleague should review material corrections under the property’s controls. Keep open items visible until supported evidence resolves them.
- Do not store complete payment card details in the worksheet.
- Record who prepared and reviewed the reconciliation.
- Carry forward unresolved items without disguising them as settled.
Practical worksheet
Download editable worksheet (CSV) ↓
Open the CSV in Excel, Google Sheets or another spreadsheet editor. Use fictional sample rows as examples and review the template before operational use.
Original editable planning resource. Examples are fictional; adapt and review before operational use.
| Fictional item | Property record | External record | Difference | Next action |
|---|---|---|---|---|
| Deposit PAY-A | 3000 | 3000 | 0 | Matched |
| Settlement SET-B gross less documented fee | 5000 | 4900 | 100 | Verify fee report; do not erase difference |
| Refund REF-C | 1000 | Pending | Timing item | Confirm completion with provider |
Fictional example: a 5,000 payment produces a 4,900 settlement because the supporting report lists a 100 fee. The preparer documents the bridge from gross to net. These are invented figures, not provider pricing or financial advice.
Put the guide into practice
Reconcile references and timing as well as amounts. Keep exceptions visible and use the property’s approved finance controls.
Explore hotel billing and invoicing, read the related practical guide, or book a demonstration to verify the workflows for your property.
Further reading
Stripe documentation: transactions included in a payout. Consult the actual reports and instructions for your own payment provider.