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Payment Reconciliation

The Payment Reconciliation page matches the money your processor deposits against the charges you ran in MaidCentral Pulse. Its module card says it best: "Match funding batches, local charges, and accounting deposits." This guide shows administrators how to run and read a daily reconciliation.

Who Can Access This​

RoleAccess Level
Super AdministratorFull access — run reconciliation and export results
AdministratorFull access — run reconciliation and export results
Office ManagerNo access
TechnicianNo access
note

Office Managers do not use this admin surface. They handle payments through the Invoicing pages instead. See Payments and Credits.

Overview​

Every day, your payment processor groups your charges into funding batches and deposits them to your bank. Reconciliation answers the bookkeeper's daily question: does the deposit match the charges? The page pulls funding data for a single date and lines it up against your local transactions and accounting records.

Open Invoicing and select the Payment Reconciliation card.

note

Funding data lags behind the charge itself. As the page explains, "Funding data is typically available 1-2 business days after transactions are processed." Reconcile yesterday or the day before — not today.

1. Run a Reconciliation​

  1. Open the Payment Reconciliation page.
  2. Pick a funding date. The date defaults to yesterday.
  3. Click Refresh reconciliation.

The page loads every funding batch for that date, along with anything that did not match cleanly.

2. Read the Funding Batches​

Each deposit appears as its own section, labeled Batch 1, Batch 2, and so on, with its funding ID. Expand a batch to see the transactions inside it.

The expandable table includes two columns worth special attention:

ColumnWhy it matters
QBO Payment #The matching payment number in QuickBooks Online. A filled-in value means the transaction is tied to your books.
Return ReasonWhy a transaction came back, when it did. A filled-in value flags a returned item you need to follow up on.

Confirm each batch total matches the deposit on your bank statement. When the totals agree, that batch is reconciled.

3. Review the Exception Sections​

Below the batches, three sections collect everything that did not match cleanly.

Unlinked​

This section reports "N transactions not in any funding batch." These are local charges the processor has not funded yet. A small number here is normal — it is usually just timing. Recheck the next business day.

Unattributed Adjustments​

These are "Service charges that could not be matched to a specific funding by card brand." Processor fees sometimes arrive without a clean link to one batch. Record them in your books as general processing fees for the date.

Chargebacks​

These are "Disputed transactions deducted from funding." A chargeback means a customer disputed a charge with their bank, and the money came out of your deposit. Review each one promptly — disputes have response deadlines.

4. Export the Results​

Use the Export dropdown to hand clean data to your bookkeeper or accountant. Four exports are available:

  • Transactions — every transaction in the reconciliation
  • Funding Summary — batch-level totals
  • Adjustments — the unattributed adjustment lines
  • Chargebacks — the disputed transactions

Each export downloads as CSV or Excel — pick the format your accounting workflow prefers.

What the Empty and Disabled States Mean​

  • "No funding data found for your selected date" — the processor has not published funding for that date yet. The page reminds you: "Funding data is typically available 1-2 business days after transactions are processed." Pick an earlier date or check back tomorrow.
  • "Payment Reconciliation is not enabled for your account." — an administrator needs to enable the feature before you can use this page.

Tips and Best Practices​

  • Reconcile every business day. A five-minute daily habit beats a painful month-end hunt. The default date is yesterday for exactly this reason.
  • Chase chargebacks first. Disputes have response deadlines measured in days. Batches and adjustments can wait an hour; a chargeback cannot.
  • Treat the Unlinked section as a timing list, not an error list. Most unlinked transactions fund within a day or two. Only dig in if the same transaction stays unlinked for several days.
  • Watch the QBO Payment # column. Blanks mean transactions that have no matching QuickBooks payment. Clean these up so your books and your processor agree.
  • Export before you adjust your books. Attach the Funding Summary export to your journal entry. Future-you will thank present-you during tax season.
  • Compare batch totals to your bank statement. The processor's numbers and your bank's numbers should match to the penny. Investigate any gap the day you find it.

Troubleshooting​

IssueSolution
"No funding data found" for your selected dateFunding data typically arrives 1-2 business days after transactions process. Pick an earlier date or check again tomorrow.
"Payment Reconciliation is not enabled for your account."An administrator needs to enable the reconciliation feature for your company.
A batch total does not match my bank depositExpand the batch and check the Return Reason column for returned items. Also review Unattributed Adjustments and Chargebacks for that date.
Transactions sit in Unlinked for several daysNormal timing lag is 1-2 days. If a transaction stays unlinked longer, verify it in Transaction History and contact your processor if needed.
The QBO Payment # column is blank for many rowsThose transactions have no matching QuickBooks payment. Review your QuickBooks sync and link the missing payments.
A chargeback appears I do not recognizeFind the original transaction in Transaction History for the customer and amount. Then respond to the dispute through your processor before the deadline.
My export is missing rows I can see on screenEach export covers one section. Make sure you picked the right option — Transactions, Funding Summary, Adjustments, or Chargebacks.