Subscription Reconciliation
Stop reconciling subscriptions in spreadsheets.
What changes when you build this
The gaps you're living with today,
and what this tool fixes.
Problems
- Invoice and payment records live in 3+ systems — billing platform, ERP, bank feed — and none of them agree on status
- Controllers spend the first 20 minutes of every review just confirming which numbers are final
- Unmatched transactions pile up silently until someone runs a manual check during close week
- Approval routing has no clear owner, so sign-offs sit for 5+ business days
- Variance between billed and collected amounts only surfaces after the books are closed
Solutions
- One workspace joins billing, ERP, and payment data so every subscription has a single reconciliation status
- Controllers open the dashboard and immediately see which items are matched, pending, or flagged
- Unmatched invoices and payments surface daily with aging indicators — not during a close-week scramble
- Every approval step has a named owner and SLA timer so bottlenecks are visible in real time
- Billed-vs-collected variance is tracked continuously, with alerts before the threshold matters
Mistakes to avoid
These are the failure patterns teams hit most often
when building this.
Category drift across systemsFix: Lock subscription categories as enums and validate at ingest so billing and ERP always agree.
Category drift across systems
Fix:Lock subscription categories as enums and validate at ingest so billing and ERP always agree.
Partial payment mismatchesFix: Support split-payment matching with configurable tolerance thresholds instead of requiring exact amounts.
Partial payment mismatches
Fix:Support split-payment matching with configurable tolerance thresholds instead of requiring exact amounts.
Stale reconciliation statusFix: Flag any item not updated in 7+ days and surface it on the dashboard — not buried in a report.
Stale reconciliation status
Fix:Flag any item not updated in 7+ days and surface it on the dashboard — not buried in a report.
Close-week firefightingFix: Run daily pre-close exception checks so discrepancies are resolved throughout the month.
Close-week firefighting
Fix:Run daily pre-close exception checks so discrepancies are resolved throughout the month.
Approval bottlenecksFix: Assign an SLA timer and escalation owner to every approval step so stalled items get attention automatically.
Approval bottlenecks
Fix:Assign an SLA timer and escalation owner to every approval step so stalled items get attention automatically.