How do you do account reconciliation when departments are split up?
When account tasks are siloed across teams like AP, AR, and treasury, it is hard to figure out what the actual end-to-end reconciliation process looks like. This leaves people guessing whether they should be checking numbers monthly or just trusting the platform, which creates blind spots like unverified gaps between order totals and bank deposits.
What people tried
Every workaround mentioned in the threads below. We haven’t tested any of them — and nobody here is claiming they worked.
Found another way around this?
Share your steps and trade-offs so fellow engineers don't have to reinvent the wheel. No account required.
- 1Relying entirely on automated system exports or assuming other specialized teams handle their own account checks independently.Did this help you?
- 2Manually match payout reports to order and payment records and bank depositsDid this help you?
- 3Hire a bookkeeper to handle reconciliationDid this help you?
- 4Assume the platform's numbers are correctDid this help you?
- 5Using automated connectors like the Stripe Connector by QuickBooks, though it tends to cause duplicate transactions.Did this help you?
- 6manually reconciling sales and fees by setting up each platform as a separate bank accountDid this help you?
- 7uploading CSV filesDid this help you?
- 8trying third party integrations between Amazon and accounting softwareDid this help you?
- 9Submitting expenses as accounts payable and making bill payments when the statement is paidDid this help you?
- 10Entering transactions in a journal entry and entering a charge through the bank to the credit card accountDid this help you?
- 11Using bank match and automated cash application featuresDid this help you?
- 12Arbitrarily adjusting sections or fudging numbers to get the sheet to balance, and seeking peer review or guidance online.Did this help you?
- 13Using multiple Excel sheets to compare bank statements against the general ledgerDid this help you?
- 14Checking if revenue is greater than cash in a single month by activityDid this help you?
- 15Using fragile Excel workbooks and custom macrosDid this help you?
- 16Eyeballing NAV movements and hoping columns aren't incorrectly sortedDid this help you?
- 17Relying on the single person on the team who understands the macrosDid this help you?
In their words
Unedited, grouped by where they were said, most upvoted first within each place, each linked to the thread it came from.
“Hi, I’m new to NetSuite, and my boss tasked me with figuring out a new process to record and reconcile the company credit cards.”source ↗
“How do you guys handle CC transactions in NS? Could you please walk me through like literally holding my hand since how the COA should be created and all?”source ↗
“I’m setting up a new POS integration with QuickBooks Online and trying to determine the cleanest workflow for Stripe payments without double-counting revenue.”source ↗
“Since the POS has already created the Sales Receipt, this appears to duplicate the sale.”source ↗
“I can't seem to get anything to match properly.”source ↗
“I have been trying to essentially tie out large deposits on their bank statement to their GL filled with small transactions through two excel sheets (bank stmt and GL) and I’m struggling to figure out if the amounts are really the true deposits, or if I’m just making the amounts work.”source ↗
“The clients accounting system does not track deposits either so I’m essentially playing a guessing game on what amounts make the deposits work.”source ↗
“Like what does reconciliation even look like if all such accounts are managed/owned by various departments like chargeback/AR/AP/treasury team? How do you guys perform reconciliation? What's the process like?”source ↗
“I'm confused on what I'm supposed to be doing with rows 26-30 - is that just meant to be a breakdown of what the net position is?”source ↗
“When you guys mention Recons I kinda scratch my head.”source ↗
“I'm not even sure I did the computations correctly.”source ↗
“I am *freaking lost* to put it nicely.”source ↗
“Is anyone's daily NAV reconciliation NOT held together by Excel and the one person who understands the macros?? lol”source ↗
“Every daily net asset value (NAV) review I've come across works roughly the same way. Pull the custodian and broker files, paste them into the workbook, roll yesterday forward, check prices, check FX, tick off the fee accruals, eyeball the NAV movement, and hope nobody sorted one column without the rest.”source ↗
“The actual judgement bit feels like the smallest part of the morning.”source ↗
“And sure doesn't help that the date Shopify claims for a payout doesn't match what the bank shows.”source ↗
“Most days we have two payouts. But the second payout on the date Shopify shows doesn't hit the bank till a day later, since it's paid out after midnight (the next day!).”source ↗
“I suppose no one on the development side has ever had to reconcile a checking account with 1000s of order transactions.”source ↗
“Last quarter I found a gap between what our order total said and what actually landed in the bank.”source ↗
“Now I'm not sure whether this is something everyone checks monthly, or something most people just trust the platform on.”source ↗
“Trying to reconcile Amazon transactions in Xero has been a nightmare. I’ve even tried uploading CSV files, but I still end up spending way too much time trying to match everything up.”source ↗
Where this came up
People with this problem also raised
- 4Why do books never balance late at night?
- 30How to clean up months of messy client expense records
- 4How to find hidden errors and fake balancing figures in old spreadsheets
- 17How to handle expense reports without being good at math
- 14How do you know HubSpot and QuickBooks are still in sync?
- 5How to do accrual accounting homework adjusting entries