Your copy. Your pace.

Invoice & payment reconciliation

Reconcile authoritative payment events to open invoices and update the CRM only after the accounting record confirms the balance. Handle partial payments, refunds, credits, and duplicate notifications explicitly. Unmatched transactions enter an exception queue; a workflow never moves money, changes trust-account treatment, or treats a checkout redirect as proof of payment.

Planning workbook. This file helps you document a process. It does not connect to accounts, read records, send messages, or complete external actions. It works offline and sends no entries anywhere. Entries are not saved automatically; export or print a copy before closing. Avoid entering sensitive information.

1. Define the starting point

A payment event is not always a paid invoice. A reliable process asks whether the money belongs to this entity, this client, this invoice, and this period, then re-reads the remaining balance.

Process owner and backup rolesWhat will count as complete?

Current handling time and exceptions

2. Walk through the process

1. Authenticate the event

Verify the source signature using provider guidance and preserve the event ID for deduplication.

We have defined the owner, required information, and completion check for this step.Step 1 working notes

2. Resolve the invoice

Use accounting IDs and the correct company/tenant. Reject a payment with an ambiguous reference.

We have defined the owner, required information, and completion check for this step.Step 2 working notes

3. Fetch current state

Read the latest invoice and payment record. A late callback must not overwrite a subsequent refund or credit.

We have defined the owner, required information, and completion check for this step.Step 3 working notes

4. Classify the balance

Separate unpaid, partial, paid, refunded, and disputed states. Only the approved business rule can unlock delivery.

We have defined the owner, required information, and completion check for this step.Step 4 working notes

5. Reconcile and alert

Store a restricted reconciliation reference. Create a staff task for currency, amount, or matching exceptions and periodically reconcile missed events.

We have defined the owner, required information, and completion check for this step.Step 5 working notes

3. Check the information

Use invented references in this worksheet. Keep real documents and personal records in an appropriate private system.

Reference field	Working record	Check
event_id	dedupe_key	Provider event ID
company_id	tenant_reference	Check company boundary
invoice_id	record_reference	Never rely only on invoice display number
balance_due	payment_state	Allow partial and reversed states
updated_at	source_version	Ignore obsolete callbacks

Source of truth and access boundaries

4. Verify the process

Use synthetic examples. Mark a check only after recording what actually happened.

A partial payment stays partial.A refunded payment cannot keep delivery unlocked.A duplicate event creates no duplicate receipt.An event for a different company is rejected.A named person can resolve an unclear or incorrect result.Work stops when the task is complete, withdrawn, or outside the agreed scope.A duplicate or interrupted handoff can be recovered without repeating a consequential action.Expected result, observed result, and recovery notes

5. Decide the next step

Your smallest reversible pilotReview date and decision

Retain qualified professional review for legal, accounting, tax, medical, financial, or other consequential decisions. This workbook does not certify compliance or guarantee results.