A toy retailer's bookkeeper spent six hours a week matching POS and web sales to processor payouts and bank deposits. We built an overnight three-way matching engine with itemized fees and gap tickets. The weekly ritual now takes ten minutes.
Typical results
99.8%
Transactions auto-matched
₪12,400
Recovered in year one
3
Processors matched nightly
Figures reflect typical results for this kind of automation.
The challenge
Two stores, a web shop and three payment processors meant every shekel arrived on its own schedule, minus its own fees. Reconciliation was a six-hour weekly spreadsheet grind, discrepancies surfaced up to a month late, and roughly nine gaps a month — a missed payout here, a double fee there — went unexplained or unchased.
Before and after
Weekly reconciliation time
−97%Days to spot a payout gap
−97%Unchased gaps per month
−100%The automation
We built an overnight Make pipeline that pulls the day's sales from POS and web, payout files from all three processors, and the bank feed. Every transaction is matched three ways — sale to payout to deposit — with processor fees itemized automatically. Any gap over the threshold opens a ticket listing the exact transactions behind it, and each morning the bookkeeper finds a reconciled ledger and a fee report waiting.
How it works
- 01
Nightly ingest
After close, the day's sales from POS and web are pulled in alongside processor payout files and the bank feed.
- 02
Three-way match
Every transaction is matched sale-to-payout-to-deposit, with fees itemized per processor.
- 03
Gap detection
Any discrepancy over threshold opens a ticket listing the exact transactions behind it.
- 04
Morning ledger
The bookkeeper opens a reconciled ledger and fee report before the first coffee.
- 05
Month-end formality
With every day already clean, month-end close becomes a ten-minute review instead of a hunt.
Starts from
- POS & web sales
- Processor payouts & bank feed
Delivers
- Reconciled morning ledger
- Itemized fee report
- Gap tickets with exact transactions
The impact
Weekly reconciliation typically drops from six hours to a ten-minute review, with about 99.8% of transactions matching automatically. Gaps surface the next morning instead of a month later, and chasing them can recover around ₪12,400 a year in missed payouts and double-charged fees.
Questions about this automation
What does three-way matching mean in this automation?
Each sale recorded in the POS or web store is matched to the processor payout that settled it, and each payout is matched to the deposit that reached the bank. Processor fees are split out line by line, so the bookkeeper can see exactly what was charged and why the deposit differs from the sale.
How are mismatches handled?
Small rounding differences under a set threshold are cleared automatically. Anything larger, such as a payout that never arrived or a fee charged twice, opens a ticket listing the exact transactions behind the gap. The ticket stays open until someone resolves it, so nothing gets lost between month-ends.
Which systems does it connect to?
It is built in Make and pulls sales from the POS and online store, payout reports from each payment processor and transactions from the bank feed, then writes the reconciled ledger to the accounting system or a spreadsheet. It is a multi-step build, usually rolled out in stages, one processor at a time.