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
What the data model looks like
Refine generates this table structure from your
prompt. Edit columns, types, and relationships after.
100%
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.