Payment Reconciliation: Unifying Your Payment Data

Managing payments across multiple processors is one of the most complex challenges facing modern finance teams. When you're processing thousands of transactions daily through Stripe, Adyen, PayPal, and other gateways, reconciling settlements to your bank and general ledger becomes a full-time job.

Payment reconciliation automation eliminates the manual work of matching processor reports to bank deposits, validating fees, and tracking exceptions across your payment ecosystem.

The Multi-Processor Challenge

Most growing businesses use multiple payment processors, and for good reason. Different processors excel at different use cases:

• Stripe for subscription billing and developer-friendly APIs
• Adyen for enterprise-scale global payments
• PayPal for buyer trust and checkout conversion
• Square for in-person payments

But this diversity creates reconciliation complexity:

Data Fragmentation

Each processor has its own:

• Report formats and settlement schedules
• Fee structures and calculation methods
• Currency handling and FX policies
• Refund and chargeback workflows

Without a unified view, finance teams spend hours downloading reports, reformatting data, and manually reconciling across systems.

Settlement Timing Differences

Processors settle on different schedules:

• Some batch daily, others weekly
• International settlements may take longer
• Holds and reserves delay funds further

Matching a bank deposit to its source transactions requires tracking these timing differences across every processor.

Fee Complexity

Payment fees are rarely simple:

• Interchange varies by card type and region
• Assessment fees, scheme fees, and markups layer on top
• Currency conversion adds FX spreads
• Chargebacks incur additional fees

Validating that you're being charged correctly requires transaction-level fee reconciliation.

Unified Payment Reconciliation with NAYA

NAYA connects to all your payment processors and banks, normalizing data into a single reconciliation workflow.

Connect All Processors

Integrate via API or file import:

• Real-time webhooks for instant transaction sync
• Scheduled pulls for settlement and payout reports
• Support for custom processors and internal systems

See our Stripe integration and Adyen integration for examples.

Automatic Transaction Matching

NAYA's matching engine handles:

• One-to-one: Single transaction to single bank line
• Many-to-one: Thousands of transactions to one batch deposit
• Many-to-many: Complex settlement scenarios with splits and holds

Matching uses amount, date, reference, and counterparty data to achieve 99%+ auto-match rates.

Fee Validation

For every settlement, NAYA:

• Calculates expected fees based on your rate card
• Compares against actual fees charged
• Flags variances that exceed defined thresholds
• Tracks fee trends over time

Catch overcharges before they accumulate.

Real-Time Exception Handling

Unmatched items surface immediately with full context:

• Original transaction details
• Related processor events (refunds, disputes)
• Suggested resolutions based on patterns

Route exceptions to the right team member for quick resolution.

Key Capabilities

Multi-Currency Support

• Normalize all transactions to a base currency
• Track FX rates at transaction and settlement time
• Calculate realized gains/losses automatically
• Support 135+ currencies

Settlement Tracking

• Monitor pending settlements across processors
• Predict cash flow based on settlement schedules
• Alert on delayed or missing payouts
• Reconcile reserves and holdbacks

Chargeback and Refund Management

• Track disputes from initiation to resolution
• Match chargebacks to original transactions
• Monitor win rates and dispute costs
• Automate GL entries for refunds and reversals

Audit-Ready Reporting

• Complete transaction-level audit trail
• Settlement reconciliation reports
• Fee analysis and variance reports
• Period-over-period comparisons

Results and Impact

Finance teams using NAYA for payment reconciliation typically see:

• 90% reduction in reconciliation time
• 99%+ auto-match rates across processors
• Caught fee errors worth thousands annually
• Days faster close cycles
• Complete visibility into payment health

Getting Started

Payment reconciliation automation starts with connecting your processors and banks. NAYA handles the heavy lifting of data normalization, matching, and exception management.

Learn more about our approach to reconciliation and explore the NAYA reconciliation platform.

Schedule a Demo