Billing Reconciliation for Research Peptide Businesses

Reconcile the customer balance before the bank deposit

Start from the amount on an invoice or order and allocate completed payments and credits against it. A single deposit can cover many orders. Match orders to their payment references before matching those payments to payouts.

Handle exceptions as a separate queue

Track short payments, overpayments, refunds, chargebacks, and a missing order reference as separate exceptions. Document the system of record and the owner of each unresolved line item so an adjustment in one system is not applied twice.

Example: one order has two payments and a credit

If a buyer pays a deposit and later pays the remainder, list both completed payments against the invoice. If you subsequently refund shipping, link the refund to the payment it reverses and show the final customer balance. Finance can still reconcile each payment and refund separately when the bank deposits arrive.

A practical reconciliation export

• Order ID and invoice ID where applicable.
• Transaction reference, method, amount, currency, and state.
• Refund or adjustment reference and reason.
• Remaining customer balance and the next action if there is a mismatch.