Business records and bank receipts do not match. Where should you start?
Trace the collection process and distinguish timing, deductions and unresolved differences.
Establish the same business scope, period and currency, then connect the business event, settlement, payment and bank receipt. Timing, fees, refunds, instalments and missing records can cause differences; a difference alone is not proof of lost money.
Identify the actual collection process
A project business may use contracts, acceptance, receivables and instalments. A store may use transaction and payment-provider records. Online sellers may also have marketplace settlements. Use only the stages that exist. Contract or invoice totals do not automatically equal the amount due or received in a period.
Keep customer, project or transaction references, original currency amounts and the business, settlement and receipt dates. One transaction can have several payments, while one payment can cover several transactions.
Make differences actionable
| Finding | Next check |
|---|---|
| Receivable not collected | Check terms, due dates and delivery; separate not-yet-due from overdue balances |
| Payment reportedly sent | Obtain evidence and check the account, currency and bank processing |
| Different amounts | Identify fees, refunds and deductions, including those already included in net amounts |
| Unmatched references | Check splits, combinations, dates and changed references |
| Repeated equal amounts | Check duplicate exports, instalments or real duplicates before removing anything |
| Currency differences | Match in the original currency before checking conversion and fees |
Why project collections are easy to misread
Deposits, progress payments and final payments can arrive in different months. Revenue may follow different milestones. Receipts below revenue for a month do not prove underpayment. Link the contract terms, actual delivery, receivable balance and each payment.
What should the result contain?
Show the matched scope, explained differences, unresolved items and supporting evidence. State missing coverage and retain original records. Continue from existing work when information is corrected or added.
This is a general method and illustration, not a customer case or proof of a working connection. CaiGeek organizes work around actual business questions. See the website for released capabilities.
Written with AI assistance. Examples illustrate analysis methods; apply them using business records and relevant conditions.
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