Financial Reconciliation

Financial reconciliation is the process of confirming that every payment IZI recorded actually happened — that the cash in the drawer matches the CRM, that the card totals match the POS terminal settlement, and that app top-ups match the payment gateway statement. Without regular reconciliation, small discrepancies accumulate into accounting gaps that are difficult to trace after the fact.

In IZI, reconciliation happens at three levels: per shift (via the X-report generated at closing), weekly (comparing channel totals against your terminal), and monthly (a full cross-check against bank data and payment provider statements). Each level catches different types of errors. Shift-level reconciliation catches cash mismatches and forgotten card entries on the same day. Weekly reconciliation catches timing gaps between terminal batches and CRM entries. Monthly reconciliation catches systemic issues such as gateway timeouts or duplicate entries that slipped through the daily checks.

This guide covers all three levels and explains how to identify and resolve common discrepancy types. Before correcting any error you find, read Client transaction history to locate the exact operation that caused the gap.

When to reconcile

Frequency	What you are checking
Every shift	Cash in drawer vs. X-report cash line; card entries vs. same-day terminal activity
Weekly	Payment channel totals (card, app) vs. terminal settlement report for the week
Monthly	All channels vs. bank statement, payment gateway statement, and sum of shift X-reports

Starting reconciliation sooner rather than later matters because IZI stores a full, timestamped transaction log — you can always go back and pull data for any period. But the further back you go, the harder it is to explain a discrepancy to a staff member who may not remember what happened.

Shift-close reconciliation (X-report)

The X-report is generated automatically when a shift is closed in IZI. It summarises all financial activity during the shift and breaks it into the following lines:

Line	What it shows
Cash	Total cash top-ups minus cash refunds for the shift
Cards	Total top-ups via POS terminal
App	Automatic top-ups processed through the IZI mobile app
Refunds	Total refund amount for the shift, all channels
Adjustments	Manual balance corrections made during the shift

To reconcile at shift close, count the physical cash in the drawer and compare it to the Cash line in the X-report, adding your change float. If they do not match, the gap is either an unrecorded cash refund, a cash withdrawal that was not logged, or a data-entry error on a top-up. Do not close the shift and move on — gaps identified immediately are far easier to resolve. For a step-by-step resolution workflow, see Shift discrepancy at closing.

Similarly, scan the Cards line against a quick count of that shift’s terminal receipts if you keep them. A single card transaction entered in the CRM but declined by the terminal, or vice versa, will appear here.

The Adjustments line is worth reviewing separately. Every manual balance correction should have a comment explaining the reason. An unexplained upward adjustment is not revenue — it is a club expense (real balance was added without a real payment). See Balance correction for the correct workflow.

POS terminal reconciliation

The POS terminal records all card payments independently of the CRM. Card data flows in two directions simultaneously: into your terminal provider’s system (for settlement) and into IZI (entered by the cashier or operator). If either entry is missed, you get a mismatch.

To reconcile card payments:

1. Export the settlement report from your terminal for the chosen period (most terminals generate this as a daily or weekly batch report).
2. Open Analytics → Financial Report in IZI, set the same period, and filter by payment type Card.
3. Compare the totals line by line. If the overall totals match, reconciliation is complete. If they differ, sort both lists by amount and identify which transaction is missing or duplicated.

Common causes of card mismatches:

• A payment was processed on the terminal but the cashier forgot to record it in the CRM (the most frequent case).
• A CRM entry was created for a card payment that was actually declined — the client then paid cash, but the card entry was not removed.
• A card reversal (refund) was processed on the terminal but not reflected in the CRM.
• Terminal settlement timing: some terminal providers batch transactions with a cutoff time (e.g., midnight) that does not align with your shift hours, causing a one-day offset in totals.

App payment reconciliation

Top-ups made through the IZI mobile app are processed by a third-party payment gateway and reflected in the CRM automatically — no manual entry is required. This makes them easier to reconcile in volume, but harder to catch when something goes wrong, because the failure is silent.

The two failure modes to watch for:

• Gateway timeout charged the client but CRM was not updated. The client’s bank account was debited, but the balance in IZI did not increase. The client will report this. Check the payment provider’s transaction log for a status of “completed” alongside the CRM transaction log — if the gateway shows a successful charge but IZI shows nothing, apply a balance correction after confirming with your payment provider.
• Duplicate CRM entry. A network retry triggered two CRM records for a single gateway transaction. The client’s balance is double what it should be, and the app total in the financial report will be higher than the gateway statement.

To reconcile app payments:

1. Request a statement from your payment provider for the period (most provide a merchant dashboard or API export).
2. Open Analytics → Financial Report in IZI, set the same period, and filter by payment type App.
3. Compare total amounts. If they differ, sort both lists by timestamp and amount to find the specific transaction causing the gap.

Where to find the financial report

Analytics → Financial Report → Select period.

The report shows all transactions grouped by payment type and channel. You can filter by type (Cash, Card, App, Refund, Adjustment), by date range, and by individual client if needed. Use the export button to download a spreadsheet for external comparison against terminal data, bank statements, or payment provider exports.

The report includes every transaction IZI recorded, including manual adjustments. This makes it the single authoritative source for what happened in the CRM during any period. For a complete list of what appears there and how filters work, see Transactions overview.

Monthly reconciliation checklist

At the end of each month, run through the following steps in order:

1. Export transactions — set the date range to the full calendar month and export to a spreadsheet.
2. Reconcile cash — the Cash column total must match the sum of all shift X-report cash lines for the period. If you close shifts daily, add up 30 (or 31) X-report cash figures and compare.
3. Reconcile card — the Card column total must match the terminal’s monthly settlement report. Request this from your terminal provider if it is not generated automatically.
4. Reconcile app payments — the App column total must match the payment gateway statement for the same calendar period.
5. Check refunds — confirm all refund entries are reflected in physical cash counts (cash refunds) and card reversal confirmations (card refunds). An unrecorded refund inflates the cash total.
6. Review adjustments — every adjustment should have a comment. Flag unexplained ones for follow-up before closing the month.
7. Document the outcome — note the date, the period covered, the totals for each channel, and any discrepancies found and resolved. This becomes your audit trail.

Common discrepancy types and resolution

Discrepancy	Most likely cause	How to resolve
Cash short	Unrecorded cash refund, or cash withdrawal not logged	Review client history for refunds that day; check if any cash was removed from the drawer
Cash over	Top-up entered twice in CRM for one cash payment	Find the duplicate entry and remove one; verify client balance
Card total mismatch	Terminal entry not recorded in CRM, or terminal settlement timing offset	Cross-reference terminal receipts one by one; check if period cutoffs align
App total mismatch	Gateway timeout (charged but CRM not updated), or duplicate CRM entry	Compare gateway transaction IDs against CRM; apply correction or remove duplicate
Adjustment unexplained	Balance correction made without a comment	Contact the staff member who made the adjustment; add a comment retroactively

For any discrepancy, the starting point is always the Client transaction history — filter by the relevant date, amount, or payment type to find the exact record that caused the gap. Once identified, either correct the CRM entry, apply a balance correction, or issue a refund, depending on what actually happened.

See also

• Client transaction history — locate a specific operation by date, amount, or client
• Balance correction — fix an identified CRM error after reconciliation
• Close shift and X-report — daily shift-close reconciliation workflow
• Transactions overview — full transaction list, filters, and export options