Reconciliation
The Reconciliation page is where finance reviews the payment ledger and ticks off settlements against the bank or the payment provider. It lists every payment row across invoices, filterable by source and by reconciled state, with the actual Stripe fee and the net amount that landed.
This page covers the reconciliation view, how to mark a payment reconciled, and the captured Stripe fee.
URL: /reconciliation
Required permission: billing.view
The list
Each row is one payment from the ledger. The columns are:
| Column | Meaning |
|---|---|
| Date | When the payment was taken (paid_at). |
| Invoice | The invoice it settled, linked through to the invoice screen. |
| Source | Where the payment came from: Stripe, Autopay, Manual, QuickBooks, or Credit note. |
| Amount | The gross amount of the payment (for a Stripe card payment, this is what the card was charged, including any surcharge). |
| Fee | The actual Stripe processing fee for that payment, or a dash if none. |
| Net | The amount that actually landed after Stripe's cut (Amount less Fee). |
| Reconciled | The reconciled date, or a button to mark it reconciled. |
Filter by source (all, Stripe, Autopay, Manual, QuickBooks, Credit note) and by status (unreconciled, reconciled, all). The default view is unreconciled payments, newest first.
The Stripe fee and net settlement
For a card payment, Stripe takes a processing fee before the money reaches your balance. concorbit captures the actual fee for each Stripe payment, not an estimate, by reading the charge's balance transaction shortly after the payment settles. It is stored on the payment for reporting and shown in the Fee column.
The Net column is the reconciliation-useful figure: it is the gross Amount less the captured Fee, so it matches what actually hit your Stripe balance. Net is only shown when the fee settled in the payment's own currency; in the rare case of a cross-currency settlement, a plain subtraction would be wrong, so Net is left blank.
The fee is captured asynchronously. Immediately after a payment it may not be present yet (Stripe settles the balance transaction a moment later); it appears once captured. The fee is operator information only. It never changes the invoice's paid state or the amount the customer owes.
The fee is captured for both portal card payments and autopay (off-session) card payments.
Marking a payment reconciled
Click Mark reconciled on a row once you have matched it against your bank or Stripe payout. The reconciled date is stamped and the row moves out of the unreconciled view. Click Undo to clear it.
Reconciliation is a finance review action only. It does not move money or change the invoice; it is your tick that the settlement has been accounted for.
Card surcharges in reconciliation
When a card surcharge is collected, the payment's Amount is the full charge (base plus fee-to-customer). For an externally-governed invoice the surcharge is booked separately to QuickBooks as a sales receipt, so when you reconcile the Stripe payout in QuickBooks the base payment and the surcharge sales receipt together account for the single Stripe charge.