How reconciliation works
Reconciliation walks your store’s revenue to the money that arrived: order by order, charge by charge, payout by payout. It runs by itself after each payment-provider sync.
The three stages
| Stage | What is matched |
|---|---|
| Orders to gateway transactions | Each WooCommerce order to the WooPayments or PayPal charge that paid for it. |
| Gateway transactions to payouts | Each charge, refund and fee to the payout it settled into. |
| Payouts to bank deposits | Each payout to the deposit on your bank statement. Bank scope only. |
Each stage has its own matched figure. There’s no single end-to-end rate, because the stages run as separate passes. A match can carry a variance, a difference between its two sides, and the page says whether any match in the period has one.
Payout or bank scope
You chose a scope when you added the store, by answering whether you’ll import bank statements.
- Payout scope matches orders to transactions to payouts. Figures say Reconciled to your payouts, and never claim a bank check.
- Bank scope adds the third stage, payouts to bank deposits, for the statements you import.
Change it under Bank import. Changing it doesn’t verify anything by itself; that takes an imported statement. Months matched before the change keep the scope they were matched under until they’re matched again.
Reading the Reconciliation page
Pick a period at the top; the page shows when reconciliation last ran for it. Your money sums up the period in three figures: what Needs you, what was Resolved by you, and what Matched this period. Matched, by stage breaks the matched amount down stage by stage.
Needs you
Everything that didn’t match, each labelled with what was found: an order with no gateway transaction, a gateway transaction with no order, a transaction that has settled into no payout. Each row states what the matcher saw and stops there. Nothing guesses a cause.
Resolving an exception
When you know why something didn’t match, select Resolve and write a note, like “test charge from account setup”. It moves to Resolved by you with your note and your email address, and stays resolved when reconciliation runs again. Reopen puts it back.
Not expected to match
Orders with no gateway transaction ID in your store’s own records, such as an order paid another way, are listed separately. No gateway charge was ever expected for them, so they aren’t exceptions.
What matched
Every match, how it was found, and any variance. What each match joined, both sides of it, is in the reconciliation pack below. When no match has a variance, the page says so: “Every match is exact: both sides agree to the minor unit, with no variance to explain.”
The reconciliation pack
From the Reconciliation page, download the period as Reconciliation pack (PDF) or Full detail (CSV). The pack carries the period’s figures, the exceptions, the matches and its coverage, so whoever closes the month can see what was checked and what wasn’t.