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Settlements & reconciliation

🔄 Reconciliation​

Reconciliation is the process of matching the payments you receive in your bank account with the original transactions processed in your webshop or application. While it may seem straightforward, a core challenge lies in the way payouts are typically handled.

The problem​

When transactions are settled, funds are transferred to your bank account as a batch payout — combining multiple transactions into a single amount, often net of fees. This means there is no direct one-to-one relationship between a webshop transaction and the amount you see on your bank statement.

The solution​

To bridge this gap, acquirers provide settlement files that contain detailed information about the individual transactions included in a payout. These files allow you to:

  • Understand which transactions were settled
  • See when payouts occurred
  • Identify applied fees

✅ By understanding how reconciliation works and how your setup influences available data, you can:

  • Improve accounting accuracy
  • Gain better payout visibility
  • Resolve discrepancies faster

🗂️ Settlement Handling in the Platform​

Settlement records in the plattform are handled in a very specific way and its very important to understand the basic of the different entities in case you are interested to build your own settlement logic. Alternatively there is a variately of reconciliation-toolsthat are already integrated. The settlement records are only created in case you are using a supported-acquirers.md

  • Settlement records are linked to Charge and Refund entities where possible, allowing merchants to trace a transaction from capture to payout.
  • Each settlement entry contains payout date, gross amount, fees, and net amount.
  • We record this in the bank Transactions where we also record the internal Transfers.

More Information in the section settlement-records-in-the-plattform.md.

🧩 Reconciliation Scenarios​

Wallee Portal supports different reconciliation workflows depending on your setup:

🏦 wallee as Acquirer​

If wallee is your acquirer, you benefit from full reconciliation capabilities:

  • Transparent payout overview
  • Detailed settlement and fee reports
  • Automated reconciliation within the dashboard

👉 See reconciliation-and-settlement-via-wallee with wallee for more details.

🤝 Third-Party Acquirers​

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Please note:

For POS Transaction only the transaction are available in the portal. There is no settlement reporting available for POS transactions. This is only available reconciliation-and-settlement-via-wallee or if you use a reconciliation-tools.

If you're working with a third-party acquirer, the reconciliation data available in Wallee Portal is limited:

  • Wallee Portal may not receive detailed settlement files
  • You might need to download payout data directly from your acquirer

👉 Check the reconciliation-for-third-party-acquirers.md Integration section for available options.

🧰 External Reconciliation Tools​

Wallee Portal is integrated with many popular reconciliation platforms, enabling:

  • Automated data ingestion from Wallee Portal
  • Matching against bank payouts
  • Simplified financial reporting

👉 Learn more in the reconciliation-tools section.