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AI agent for treasury analysts

Card Processor Settlement Reconciliation Agent

Every settlement agrees with sales and the bank, with fees, chargebacks and delays explained and booked

AnalysisData cleanupFinance
See how it worksGet access
Card Processor Settlement Reconciliation Agent: what goes in, what the agent does and what you get

What it does

A merchant's card sales never equal the bank deposits. The processor deducts fees, holds back reserves, nets out chargebacks and refunds, and pays on different days. Treasury spends hours each week finding why a deposit is short. This agent matches each processor settlement file to the bank deposit and to the sales records for the same period. It separates gross sales, fees, refunds, chargebacks and reserves, and checks fee rates against the processor contract. It flags differences, such as an unexpected fee, a chargeback not in the books or a deposit delayed past the usual days. It requests detail from the processor for anything it cannot explain, and rechecks when the answer arrives. Treasury approves the journal entries. Edge case: a weekend settlement posts on Monday, so the agent treats it as timing and not a shortfall.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN A processor settlement file arrives 2 USES A TOOL Load the settlement file, bank deposit and sales forthe period 3 DOES Match gross sales to the settlement by day and cardbrand 4 DOES Separate fees, refunds, chargebacks and reserves 5 CHECKS THE RESULT Do the fee amounts match the contract rates? If not: calculate the overcharge and list thetransactions affected. Back to step 3. 6 DOES Compare the net settlement with the bank deposit 7 CHECKS THE RESULT Does sales less items equal the deposit within $5? If not: search for missing items, timing differences orunreported chargebacks. Back to step 3. 8 USES A TOOL Request detail from the processor for unexplaineditems 9 DOES Draft journal entries for fees, chargebacks andtiming 10 YOU APPROVE Treasury approves the journal entries 11 RESULT Reconciliation filed
Read the steps as a list
  1. A processor settlement file arrives
  2. Load the settlement file, bank deposit and sales for the period
  3. Match gross sales to the settlement by day and card brand
  4. Separate fees, refunds, chargebacks and reserves
  5. Do the fee amounts match the contract rates?If not: calculate the overcharge and list the transactions affected. Back to step 3.
  6. Compare the net settlement with the bank deposit
  7. Does sales less items equal the deposit within $5?If not: search for missing items, timing differences or unreported chargebacks. Back to step 3.
  8. Request detail from the processor for unexplained items
  9. Draft journal entries for fees, chargebacks and timing
  10. Treasury approves the journal entriesThe agent waits here for your OK.
  11. Reconciliation filed

How it decides

It accepts a settlement when gross sales less documented fees, refunds and chargebacks equal the deposit, and it treats any other gap above a small tolerance as an exception to explain.

  • Tolerate differences up to $5 per day
  • Treat weekend settlements as timing for up to 3 days
  • Dispute fee overcharges above $50
  • Flag any reserve change not in the contract

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Difference tolerance (default $5)
  • Dispute threshold (default $50)
  • Processors covered
  • Reconciliation frequency

What keeps you in control

It always asks you first

  • Journal entries
  • Dispute claims to the processor

Hard limits

  • Never moves funds or disputes charges itself
  • Does not change processor contracts
  • Keeps the file trail for each day

It stops when

  • Done: all settlements agree or have documented exceptions
  • Stop: settlement files are missing

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensFor the week of Sept 22 sales were $186,400 and the deposits were $180,950. The agent found fees of $5,230 against $5,030 expected, a $200 overcharge on a 2.9% rate versus 2.8%. The fee check failed. It listed the affected days and drafted a dispute. After the processor corrected the rate, a $215 chargeback was still missing from the books. Treasury approved the entries.

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