Equipp Recon Dashboard v3

Shopify Orders

CSV

One file — one row per line item

Where do I get this?

Shopify Admin → Orders → Export → select the month's date range → "CSV for Excel, Numbers, or other spreadsheet programs". Needs: Name, Email, Billing Name/Phone, Financial Status, Payment Method & Reference, Total, Subtotal, Discount Amount, Paid at, and every Lineitem name/price/quantity (one export row per line item, not per order — this is the Shopify default).

Billdesk Transactions

XLSX / CSV

One file — transaction export

Where do I get this?

Billdesk merchant portal → Transaction / MIS Report for the month, all statuses (successful, failed, pending). Needs: Order ID, Amount, Transaction ID, Status, Date. Only rows with Status = successful/success are reconciled — the rest are shown as stats only, so it's fine to include everything.

Zoho Invoices

CSV

One file — invoice line items, this month only

📅 Export just this month's invoices — do not pad with extra days. If a transaction's invoice hasn't been raised yet, mark it "Invoice Expected Next Month" in Manual Review instead — the Invoice Pending cross-month scan will find it once you upload next month's Zoho file.

Where do I get this?

Zoho Books → Sales → Invoices → Export — use the line-item level export (not the summary export), so each Item Name/Item Total is its own row. Needs: Invoice Number, Invoice Date, Customer Name, Invoice Status, Primary Contact Email, Item Name, Item Total (or Item Price × Quantity), Item Tax %, Is Inclusive Tax, Invoice Total. Missing the email column is the #1 cause of NO INVOICE rows — matching is email-based, not amount-based.

On the export screen, choose export template "Cla" — it's pre-configured with exactly these columns, so you don't have to pick fields manually each month.

Z✎

Edited Invoices

PDF · Multiple

Optional — correct an invoice after the fact

✎ Upload the PDF of any invoice you edited in Zoho Books after the main Zoho CSV above was exported. It's matched by invoice number and overwrites just that invoice's taxable value and total — everything else in Zoho Invoices stays as-is. Click "Run Reconciliation" again afterward to apply it.

Where do I get this?

Zoho Books → Sales → Invoices → open the invoice → PDF/Print → Download PDF — the standard "TAX INVOICE" PDF. Needs Invoice #, Sub Total, and Total to be readable on the PDF (the default Zoho template already has these).

Settlement Files

XLSX · Multiple

All Billdesk settlement batches

Where do I get this?

Billdesk merchant portal → Settlement / PV reports — download every PV settlement batch that fell in the month (select all files at once, multiple upload is supported). Each file needs either a "Payment Summary" sheet (PV Number, Net Credit, Date) + "Transaction Records" sheet (Biller Id, PGI Ref No, Ref.1/Order ID, Gross/Charges/GST/Net Amount), or the combined "All Settlements" + "Summary by PV" format if your account exports that way.

Bank Statement

XLS · Multiple

Skip first 20 rows; row 21 = header · Multiple allowed

Where do I get this?

Your bank's net-banking / statement download for the full month, XLS/XLSX. The dashboard auto-detects the header row by scanning for "narration" + "date" (works even if the bank adds a disclaimer block before it) — needs Date, Narration/Description/Particulars, Ref No/Cheque No, Withdrawal/Debit, Deposit/Credit, Balance columns.

GPay Business

CSV · Optional

Monthly export from Google Pay for Business

Where do I get this?

Google Pay for Business dashboard → Transactions → Export/Download CSV for the month. Only rows with Status = "Settled" are used. Needs: Payer/Receiver, Paid Via, Payer VPA/UPI ID (if your export includes it), Creation Time, Transaction ID, Net Amount, Update/Settlement Time, Notes. This file is optional — skip it if you don't accept GPay payments.

Razorpay Settlements

CSV · Optional

settlements.csv export from Razorpay dashboard

Where do I get this?

Razorpay Dashboard → Settlements → Export for the month, CSV. Either the settlement-level export (rows with id starting setl_; needs amount, fees, tax, utr, created_at, description) or the payment-level export (each row a payment; needs credit/amount, settlement_utr, settled_at, payments.description) both work — the dashboard auto-detects which one you gave it. Optional — skip if you don't use Razorpay.

Razorpay Payment Links

CSV · Optional

Payments report from Razorpay — both formats below work, auto-detected

Where do I get this?

Razorpay Dashboard → Reports → Custom Reports → "Payments Claude" → Downloads tab — download the report for the month, CSV. This is a per-payment report (id starts with pay_); only rows with status "captured" count. Needs: id, amount, status, email, contact, created_at. This gives customer matching (email/phone/amount) but not settlement/bank linkage — you still need Razorpay Settlements uploaded separately for that.

The older paymentlinksv2.csv export (Payment Links → Export, id starts with plink_) still works too if that's what you have — the dashboard auto-detects which one you gave it.

Razorpay Email Enrichment

CSV · Optional

paymentlinksv2.csv — backfills real emails onto void@razorpay.com rows above. Share this month's and the previous month's report (a payment logged this month may be for a link created last month) — each upload adds to the map instead of replacing it.

Where do I get this?

Razorpay Dashboard → Payment Links → Export (id starts with plink_) — the "Payments" report above stays the source of truth for what's actually paid (a payment link's own status can lag behind the real payment), this file is only used to fill in real customer emails/phones by matching phone number. Needs: id, customer_email, customer_contact. Purely additive — never overwrites a real email, and doesn't change any paid/unpaid determination.

Shopify: not loaded Billdesk: not loaded Zoho: not loaded Settlements: not loaded Bank: not loaded GPay: not loaded (optional)

💾 Saved Sessions

Import from file

No saved sessions yet — click 💾 Save Session in the header after loading your data.

Paid On	Invoice / Order	Customer	Email	Paid (₹)	Paid excl. dep. (₹)	Deposit (₹)	Invoice #	Invoice Total (₹)	Settlement UTR	Bank	Status	Notes
Upload Razorpay settlements and payment links CSVs to see data here.

How the Reconciliation Works

Last updated: June 2026 · Auto-kept in sync with the dashboard logic

Living document — updated with every code change

0 The Five Files You Upload

File	What it is	Key columns the dashboard reads
Billdesk transactions	Every payment Equipp collected via Billdesk	Order ID · Transaction ID (PGI Ref No) · Amount · Date · Status
Shopify orders	Every order placed on the website	Name · Payment Reference · Email · Billing Name · Total · Subtotal · Lineitem name · Lineitem price · Lineitem quantity
Zoho invoices	Invoices raised in Zoho Books (exported as CSV)	Invoice Number · Invoice Date · Primary Contact EmailID · Customer Name · Item Name · Item Total
Billdesk settlement files	Billdesk's batch payout reports (PV files)	PV Number · Settlement Date · Net Settlement · Order ID (Ref.1) · Transaction ID (PGI Ref No) · Gross Amount · Net Amount
Bank statement	Your actual bank account CSV	Date · Narration · Ref No · Deposit (credit column)

BD Billdesk Reconciliation — 3 Steps

Billdesk → Shopify

Key link

Billdesk Order ID → Shopify Payment Reference

Match Billdesk Order ID directly against the Shopify order name (e.g. "#3456"). No match? Fall back to VLOOKUP/INDEX-MATCH Billdesk Order ID → Shopify Payment Reference column instead.

Rent vs. Deposit: Sum line items containing "Refundable Deposit" → Deposit. Rent = Shopify Subtotal − Deposit (Subtotal: after discount, before tax/shipping — same basis as the Zoho invoice). Deposit is never invoiced in Zoho, so keep it out of Rent.

NO SHOPIFY — Billdesk payment with no Shopify match. Red flag: every Billdesk payment should trace to a Shopify order — investigate the Order ID for a data error. (Not a red flag the other way — many Shopify orders won't match Billdesk at all, since that customer paid via Razorpay or direct bank transfer. Match those separately in the Razorpay / Bank Statement tabs.)

Shopify → Zoho Invoice

Key link

Shopify Email → Zoho Primary Contact EmailID

Filter Zoho invoices to that customer's email only — never match on amount alone across customers. No invoice under that email → NO INVOICE.

Why Rent, not the full order total: Billdesk is just the payment gateway at Shopify checkout, so the Billdesk amount collected always equals the Shopify order total. But the security deposit is never invoiced in Zoho — so compare each invoice against Rent (Shopify order total − refundable deposit), not the full order total.

Matching logic, in order

Email — narrow to this customer's Zoho invoices only. None found → NO INVOICE, stop here.

Amount — of those, keep invoices within ±₹2 of Rent. Only one qualifies → that's the match (its date isn't checked — see Watch out for). None qualify → skip to step 4.

Date (tiebreaker only) — two+ invoices survived step 2 → the one with Invoice Date closest to the Billdesk transaction date wins (prefer invoices within 60 days).

No amount match — take the closest invoice by amount + date under that email and flag it MOSTLY MATCHED for manual review. Don't guess silently.

Status outcomes

FULLY MATCHED	Email ✓ → Amount ✓ (±₹2) → settlement PV traced to a bank credit (Step 3) ✓
MOSTLY MATCHED	Email ✓, but Amount ✗ — or Amount ✓ and the bank leg (Step 3) just isn't confirmed yet. Needs review either way.
NO INVOICE	Email ✗ — no Zoho invoice under this customer's email at all.

⚠ Watch out for — 5 edge cases

Same customer, multiple invoices: if none match Rent exactly, pick the invoice whose date is closest to the Billdesk transaction date — but verify manually.
Same customer, multiple payments, one invoice: normal for advance + balance installments — fine as long as the payments add up to the invoice total. If the combined amount across all their transactions (Billdesk/Razorpay/UPI) exceeds the invoice total by more than ₹100, that's flagged as a likely duplicate claim (two unrelated transactions matched to the same invoice) and the later one is bounced back to Mostly Matched for review.
Zoho contact has no email: that invoice won't surface at all under an email filter — search by invoice number instead.
Order near month-end, invoice raised next month: the order and Billdesk payment are real this month, but the invoice genuinely doesn't exist yet in this month's Zoho export — expect NO INVOICE here. Don't chase it as an error: mark it Invoice Expected Next Month in Manual Review, and it'll be picked up automatically once next month's Zoho file is uploaded and cross-checked.
En-dash vs. hyphen in invoice numbers: Zoho sometimes exports "EQ26–27/0394" with an en-dash (–) instead of a regular hyphen (-). Strip punctuation before comparing, or the same invoice number will look like two different ones.

Taxable Value (pre-GST): SUM Zoho's Item Total column across that invoice's line items, excluding the refundable deposit line — that's pre-GST when Is Inclusive Tax = FALSE. Invoice Grand Total = Taxable Value × 1.18; use that for comparing against Billdesk/Shopify amounts.

Settlement → Bank

Key link

Settlement PV Number → Bank statement Narration (INDIAIDEAS) + Deposit amount

Billdesk batches transactions into a PV (Payment Voucher) — roughly 1–2 days of transactions per batch. Billdesk deducts its MDR fee + GST on that fee, then sends one net credit to the bank for the whole batch — never one credit per transaction.

Step A — Transaction → PV: match the settlement file's Order ID (Ref.1 column) to the Billdesk transaction's Order ID. No match? Some PV batches store a session token in Ref.1 instead of the real order ID — fall back to matching Transaction ID (PGI Ref No) instead, which is stable across both files.

Step B — PV → bank credit: find a bank credit row where (1) Narration contains "INDIAIDEAS" (Billdesk's settlement bank name), (2) Deposit ≈ the PV's Net Settlement (±₹1), and (3) the date falls within 3 days of the PV's Settlement Date.

NO SETTLEMENT

No PV file uploaded for this transaction

NOT IN BANK

PV exists but Step B found no matching bank credit — usually just month-end timing, not a real problem. A transaction paid on the 31st can settle into a PV whose net credit only lands in the bank on the 1st of the next month, outside this month's statement. Check next month's bank statement before treating it as missing money.

Bank tab columns — how to build each one

Column	How to build it
Gross Collected	= settlement file's `Gross Amount` column. Should equal the Shopify order total, deposit included.
MDR Fee	= settlement file's fee column, deducted before the net credit hits the bank. MDR = Merchant Discount Rate, typically ~1% of transaction value.
Taxable Val	= matched Zoho invoice's Taxable Value (pre-GST, from Step 2). For a whole PV, SUM each transaction's Taxable Val in that batch. No matched invoice → ₹0.
GST	= Taxable Val × 18%. This is the GST payable on these invoices.
Deposit Total	= SUM of Shopify line items whose name contains "Refundable Deposit" (from Step 1). Never on the Zoho invoice — exclude from revenue.

Final Status Combination

BD→Shopify	Shopify→Zoho	Settlement→Bank	Status
✓ Amount matches	Invoice matched under customer's email (±₹2)	Bank confirmed	FULLY MATCHED
✓ Amount matches	Invoice found under email, amount differs	Bank confirmed	MOSTLY MATCHED
✓ Amount matches	No Zoho invoice under this email	Bank confirmed	NO INVOICE
✓ Found	Any	No PV file uploaded	NO SETTLEMENT
✓ Found	Any	PV exists, not in bank	NOT IN BANK
✗ Not found	—	—	NO SHOPIFY

Note: email match is always required to reach "Invoice matched" — an invoice from a different customer is never eligible, regardless of amount. Invoice Date is not a standing check; it's only used to break a tie when more than one invoice under that email matches the amount.

Manual Review

MOSTLY MATCHED Invoice found but amount differs — outstanding balance is an open receivable

When does MOSTLY MATCHED become FULLY MATCHED?

A MOSTLY MATCHED row stays MOSTLY MATCHED until one of these is confirmed:

Delta payment found in Bank Statement or GPay and confirmed (Search Bank → link the row)
Delta payment found in Razorpay and confirmed (Search Razorpay → link the payment link)
Delta is ≤ ₹2 (rounding — treated as fully settled)

Adding a note alone does not promote the status to FULLY MATCHED. The outstanding balance is an accounts receivable until the money actually arrives.

Accrual accounting treatment

Under accrual basis, the full invoice taxable value is recognised in the month the invoice is raised — not when the balance payment arrives. The remaining delta shows as an outstanding receivable. When the balance payment arrives in a later month, it is a collection against receivable, not new revenue.

Happens when the customer paid a different amount than what's on the Zoho invoice. Two common scenarios:

Scenario 1 — Laptop Upgrade

Customer placed the order and paid via Shopify checkout for a MacBook Air (₹4,000/mo). Before the laptop is delivered, we confirm the order with the customer and realize they actually need a more powerful device — they upgrade to a MacBook Pro (₹6,000/mo). Since checkout already happened, Billdesk only ever charged the original ₹4,000. The invoice correctly reflects the upgraded device at ₹6,000, and the extra ₹2,000 is collected separately via Razorpay, GPay, or bank transfer.

Flow

Δ (gap) = Invoice − Billdesk = ₹6,000 − ₹4,000 = ₹2,000
Search Bank or Razorpay for that ₹2,000 payment
Found and matches → ✓ Done

Scenario 2 — Commitment Switch

Customer was committed to 12 months at ₹4,500/mo, then switched down to a 1-month plan at ₹6,000/mo. Shopify/Billdesk still charged the lower ₹4,500 (the rate on file at checkout). The invoice correctly reflects the new 1-month rate at ₹6,000 — the extra ₹1,500 was collected separately via Razorpay, bank transfer, or UPI.

Flow

Δ (gap) = Invoice − Billdesk = ₹6,000 − ₹4,500 = ₹1,500
Search Bank / Razorpay / UPI for that ₹1,500 payment
If it's just an invoice error and the correct amount is already in the bank → note it under "Reason for difference" and fix the invoice in Zoho next month

There is no "Mark as Fully Matched" override. A MOSTLY MATCHED row stays MOSTLY MATCHED — with your note visible — until either (a) the missing balance is actually found via Search Bank/Razorpay, or (b) the invoice itself is corrected and the numbers agree on the next run. This is deliberate: an unresolved gap is real outstanding work, and hiding it as "Fully Matched" would mean it never gets fixed.

How "Search Bank / Razorpay for Δ" matches

🏦 Search Bank

Searches bank statement rows and GPay export

Bank Statement

Amount — credit ≈ Δ ±₹2. Only match signal available.

Date — on or after BD transaction date (filter only).

Customer name is not in bank rows.

GPay Export

Customer name — payer shares a word with customer name. GPay always has the name so it's the strongest signal.

Amount — net amount ≈ Δ ±₹2. Name-only matches must be within 10% of Δ to show.

Date — on or after BD transaction date (filter only).

⚡ Search Razorpay

Searches paid payment links

Customer email — link email matches Shopify order email. Shown first, highlighted in indigo.

Amount — link amount ≈ Δ ±₹2.

Date — paid on or after BD transaction date (filter only).

A link qualifies on email alone or amount alone. Email match with wrong amount shows an amber warning.

NO INVOICE Shopify order matched, money in bank, no Zoho invoice found for this customer's email

Case A — Invoice not raised yet

Payment received but no invoice in Zoho. Two different reasons this happens, and they need different handling:

Genuinely forgotten — device delivered, but raising the invoice was simply missed. This is a real gap to close this month.
Deliberately deferred — order landed near month-end, so the invoice won't be raised until next month (see Step 2's "order near month-end" note). Expected, not an error.

Flow

Forgotten → note it as pending with the delivery date, e.g. "pending — delivered 13 May," and chase it to be raised this month
Genuinely next month → mark Invoice Expected Next Month instead; revenue is recognized when it's actually raised, not now
Once raised in Zoho, record its invoice number + total against this transaction — total = Billdesk amount (±₹2) → done

Case B — Different email in Zoho

The invoice exists in Zoho, but under a different email than the Shopify order (e.g. personal vs. corporate email) — so Step 2's email-based lookup misses it.

Flow

Search Zoho directly by invoice number to find it
Record its invoice number + total against this transaction
Total = Billdesk amount (±₹2) → done
Gap → search bank statement / Razorpay for the difference (Δ)

Case C — Order cancelled, refunded

Payment was received via Billdesk, then the order was cancelled and the money sent back to the customer via UPI — so no invoice was ever raised.

Flow

Mark it as Refunded via UPI
Find the matching withdrawal in the bank statement (see match logic below)
Once confirmed → done

Finding the refund in the bank statement

🏦 Match on withdrawal rows

Bank statement only — GPay Business only lists incoming payments, not outgoing refunds. A UPI/GPay refund shows up as a withdrawal in the bank statement immediately.

Amount — withdrawal ≈ Billdesk amount ±₹1. This is the only reliable match signal.

Date — on or after the Billdesk transaction date (a refund can't precede its own payment).

Exclude — Billdesk settlement rows (Narration contains "INDIAIDEAS") and any row already matched to a different refund.

🔍 No amount match found?

Fall back to a manual text search of the bank statement:

UPI ref / txn ID — search for any part of the reference number (e.g. 000012345678) in the Ref No column.

UPI handle — search for the recipient's UPI ID (e.g. name@oksbi) in the Narration column.

Customer name doesn't appear on bank withdrawal rows — name-based search won't work here.

RZ Razorpay Reconciliation — 3 Steps

Payment Link → Customer / Invoice

Key link

Razorpay customer_email + amount_paid → Zoho invoice

Razorpay links are sent to two kinds of customers. The dashboard handles them differently:

Shopify customers (couldn't pay at checkout)

Customer placed a Shopify order but the Billdesk payment failed — a Razorpay link was sent separately. The dashboard finds their Shopify order first (priority order):

Order # in link notes field (e.g. #3251)
Email + amount match against Shopify orders
Phone + amount match

Once the Shopify order is found, matching works exactly like Billdesk — rent vs deposit split, email→Zoho invoice.

Corporate / direct clients (no Shopify order)

B2B or walk-in customers invoiced directly in Zoho. No Shopify order exists.

Invoice # in link notes (e.g. EQU26-27/0394) → direct lookup
Email → Zoho invoice, amount ≤ ±₹2 → FULLY MATCHED
Email match, amount gap ≤ ₹100 → MOSTLY MATCHED
No match → NO INVOICE

Payment Link → Settlement UTR

Key link

Link ID plink_XXXXX → Settlement Payments.Description column → settlement_utr

Razorpay batches multiple payments into one settlement and sends one net credit to your bank. The settlements file links each payment back to its bank transfer via UTR.

How UTR is matched (exact, no guessing)

Take the link ID suffix: plink_Sr6My5ym6e0WrT → Sr6My5ym6e0WrT
Find the settlements row where Payments.Description = #Sr6My5ym6e0WrT
Read that row's settlement_utr — this is the exact bank transfer reference

Shown as ✓ matched by ID in the card.

Fallback (when description column is absent)

If the settlements file has no Payments.Description column (older export format), the dashboard falls back to date proximity: finds the settlement created 0–4 days after the payment's paid_at date.

⚠ date only — may guess wrong if multiple settlements land on the same days.

Which settlements file to upload: Export from Razorpay Dashboard → Settlements → Payment-level report. This gives one row per payment with both Payments.Description and settlement_utr columns, enabling exact matching. The older settlement-level export (rows starting with setl_) falls back to date matching.

Settlement UTR → Bank

Key link

Settlement settlement_utr → Bank statement Ref No or Narration

Once the UTR is known, the bank statement is scanned for a credit row where the UTR appears in either the Ref No or Narration column. This confirms the money physically landed in your account.

FULLY MATCHEDInvoice ±₹2 + bank confirmed MOSTLY MATCHEDInvoice found, gap ≤ ₹100 + bank confirmed NO INVOICEBank confirmed, no Zoho invoice found NOT IN BANKSettlement UTR exists but not yet in bank statement NO SETTLEMENTNo settlements file uploaded

Final Status Combination

Link → Invoice	UTR Match	Settlement → Bank	Status
Invoice ±₹2	✓ by ID or date	Bank confirmed	FULLY MATCHED
Invoice, gap ≤ ₹100	✓	Bank confirmed	MOSTLY MATCHED
No invoice	✓	Bank confirmed	NO INVOICE
Any	—	No settlements file	NO SETTLEMENT
Any	✓	UTR not yet in bank	NOT IN BANK

Manual Review

NO INVOICE Payment link paid, bank confirmed, no Zoho invoice could be auto-matched

Common reasons: corporate client invoiced separately, link sent before invoice was raised, email mismatch between Razorpay and Zoho.

Enter invoice number

Click the link card in Manual Review
Type the Zoho invoice number
Dashboard validates amount match
Confirm → ✓ Done

No invoice needed

Advance payment, deposit-only, or internal transfer. Click No Invoice Needed — the row is marked resolved without needing a Zoho invoice.

Link deposit portion

If the Razorpay amount includes a deposit component, enter the deposit value — the dashboard will split it out so only the rental portion is matched to the Zoho invoice.

UPI UPI / GPay Reconciliation — 2 Steps

GPay Transaction → Zoho Invoice (3-pass matching)

Source file

GPay Business CSV → columns: Gross amount · Payer name · Notes · Transaction ID

UPI payments have no email and no order ID — the dashboard infers the customer from name and amount. Three passes run in sequence, stopping as soon as a match is found:

Pass 1 — Notes field

If the customer typed anything in the UPI notes field (e.g. an invoice number or their name), the dashboard checks if it matches a Zoho invoice number exactly. This is the highest-confidence match.

Match signal: notes text ≈ Zoho invoice number

Pass 2 — Name + Amount

Splits every word in the payer name and checks if any word appears in a Zoho customer's name (or vice versa). Only considers invoices where the total (post-GST) is within ±₹2 of the GPay net amount.

• Amount: GPay net amount ≈ Zoho Invoice Total (incl. 18% GST) ±₹2

• Name: shared word between payer name and Zoho customer name (case-insensitive)

Result: FULLY MATCHED — invoice assigned automatically

Pass 3 — Amount only (candidates for manual review)

Name matching failed (payer name too different from Zoho contact name). The dashboard finds all invoices matching the amount and presents them as candidates in the Manual Review card. You pick the right one and click Confirm.

Result: shows in Manual Review with candidate list — name didn't auto-confirm

Important — GST is included: GPay collects the full amount from the customer. Zoho's Invoice Total (post-GST) is used for matching — not the pre-GST taxable value. So a ₹2,950 GPay payment matches a Zoho invoice totalling ₹2,950 (₹2,500 + 18% GST).

GPay Batch → Bank Statement

Key link

Bank row Narration contains "GOOGLE" or "GPAY" + Deposit = sum of GPay batch

GPay settles in daily batches — all payments received on Day N land in your bank as one credit on Day N or N+1. The dashboard groups GPay transactions by settlement date and looks for a bank credit matching the batch total (±₹1).

In bank

The GPay batch total matches a bank credit row with "GOOGLE" or "GPAY" in the narration. All transactions in that batch get inBank = true.

If invoice also confirmed → FULLY MATCHED

Not yet in bank

The bank statement doesn't cover the settlement date yet (statement hasn't been updated). Status shows as PARTIAL — the money will arrive, the statement just doesn't reach that date.

Uploading a newer bank statement will auto-resolve these

Final Status Combination

GPay → Invoice	Bank Batch	Status
Pass 1 or 2 — auto-matched	In bank	FULLY MATCHED
No invoice found	In bank ✓	NO INVOICE → Manual Review
No invoice found	Not in bank statement yet	PARTIAL → Manual Review (Statement Gap)
Pass 3 — candidates only	Any	Manual Review (confirm candidate)

Manual Review — Two Tabs

⚠ No Invoice Bank confirmed · invoice missing

The GPay batch landed in the bank but no Zoho invoice could be matched.

Invoice lookup

Type the Zoho invoice number → dashboard validates the amount → click Confirm → FULLY MATCHED

No Invoice Needed

Advance / deposit / internal — no invoice will ever be raised. Marks the row resolved.

💡 Amount-match candidates

If Pass 3 found candidates, they appear above the lookup — click Confirm next to the right one instead of typing.

📅 Statement Gap Invoice missing · not yet in bank

GPay has settled the payment to your bank but the bank statement you uploaded doesn't reach that date yet. Action is still needed for the invoice side.

What to do

Confirm the Zoho invoice now (lookup or candidates)
Upload a more recent bank statement when available
The bank confirmation resolves automatically → FULLY MATCHED

Auto-resolve

Once you upload a bank statement that covers the settlement date, Statement Gap rows with a confirmed invoice automatically move to FULLY MATCHED — no further action needed.

🏦 Bank Statement — Role & Usage

What the bank statement does in this dashboard

The bank statement is the final confirmation layer for every payment channel. It proves money physically landed in your account. Each channel uses it differently:

BD Billdesk

Billdesk settles daily via a PV (Payment Voucher). Each PV is one bank credit covering multiple transactions.

• Bank row narration contains INDIAIDEAS (Billdesk's bank)

• Bank credit ≈ PV Net Settlement ±₹1

• Date within 3 days of PV Settlement Date

RZ Razorpay

Razorpay settles T+2 via NEFT/IMPS. Each settlement has a unique UTR number.

• UTR found in bank row Ref No or Narration

• Exact match — no amount or date tolerance needed once UTR is found

UPI GPay / UPI

GPay settles in daily batches. One bank credit covers all payments from a single day.

• Bank row narration contains GOOGLE or GPAY

• Credit amount ≈ sum of all GPay payments in that batch ±₹1

• Date matches batch settlement date

File format

Upload your bank's CSV export. The dashboard auto-detects the relevant columns — no renaming needed as long as these columns exist:

Column	What to look for	Used for
Date	Transaction date (dd-mm-yyyy or yyyy-mm-dd)	Settlement date comparison
Narration	Description / transaction details	Channel identification (INDIAIDEAS, GOOGLE, etc.)
Ref No	Reference number / transaction ID	UTR lookup for Razorpay
Deposit / Credit	Amount credited to account (inflows only)	Settlement amount matching
Withdrawal / Debit	Amount debited (outflows)	Refund matching (Billdesk NO INVOICE → Refunded via UPI)

BD Billdesk tab — column guide

The Billdesk tab shows one row per transaction. Here's what each financial column means:

Column	Source	What it means
BD Amount	Billdesk CSV	Total amount Billdesk collected from the customer — includes device rent + deposit + delivery.
Shopify Rent	Shopify CSV	BD Amount minus refundable deposit. This is the rental component and what the Zoho invoice should match.
Taxable Val	Zoho CSV	Invoice value exclusive of 18% GST. Sum of Zoho `Item Total` for all non-deposit line items. This is what goes to revenue in your P&L.
GST (18%)	Calculated	Taxable Val × 18%. This is the GST payable on the invoice — due to the government.
Deposit	Shopify CSV	Refundable deposit collected. From Shopify line items containing "Refundable Deposit". Not invoiced in Zoho.
MDR Fee	Settlement file	Billdesk processing fee deducted from the gross amount before net settlement. Shown in red. Expense item.

Settlement batch (PV) rows: When you look at a PV batch, the Taxable Val and Deposit columns are sums across all transactions in that batch. Transactions with no matched invoice contribute ₹0 to the Taxable Val sum.

Bank Statement tab — Unmatched credits

The Bank Statement tab shows every credit row that the dashboard couldn't link to any reconciled channel. These are transactions that landed in your account but have no corresponding Billdesk PV, Razorpay UTR, or GPay batch.

Typical unmatched credits

Cash deposits
NEFT/IMPS from individuals (not Razorpay)
Refund reversals from vendors
Bank interest credits
Security deposits returned by landlords

What to do with them

Each unmatched credit can be categorised:

Tag it (Refund received, Cash, Interest…)
Add a note for context
Export the bank statement view as part of your monthly report

Matched credits (Billdesk, Razorpay, GPay) are excluded — only true unknowns appear here.

Tips for a clean bank statement upload

✓

Export the full month — partial statements leave some GPay batches unconfirmed (PARTIAL status)

✓

Re-uploading a newer statement is safe — the dashboard replaces the old one and re-reconciles everything

✓

Both credit-debit in one column (signed) and separate Deposit/Withdrawal columns are handled automatically

⚠

If Billdesk shows NOT IN BANK, the PV settlement date may be after your statement end date — upload a newer statement

⚠

Razorpay UTR appears in the narration as a long number (e.g. AXISCN1350743309) — make sure your bank export includes the full narration column

Billdesk Reconciliation Results

Manual Review

Bank Statement

Manual Payment Orders

Google Pay Business Transactions

UPI Manual Review

Razorpay Reconciliation Results

All Incoming

Other Bank Deposits

All Outgoing

Refunds

To Review

How the Reconciliation Works

0 The Five Files You Upload

BD Billdesk Reconciliation — 3 Steps

Manual Review

RZ Razorpay Reconciliation — 3 Steps

Manual Review

UPI UPI / GPay Reconciliation — 2 Steps

Manual Review — Two Tabs

🏦 Bank Statement — Role & Usage

Razorpay — Manual Review

Billdesk Reconciliation Results

Manual Review

Bank Statement

Manual Payment Orders

Google Pay Business Transactions

UPI Manual Review

Razorpay Reconciliation Results

All Incoming

Other Bank Deposits

All Outgoing

Refunds

To Review

How the Reconciliation Works

0 The Five Files You Upload

BD Billdesk Reconciliation — 3 Steps ⬇ Download PDF

Manual Review

RZ Razorpay Reconciliation — 3 Steps ⬇ Download PDF

Manual Review

UPI UPI / GPay Reconciliation — 2 Steps ⬇ Download PDF

Manual Review — Two Tabs

🏦 Bank Statement — Role & Usage ⬇ Download PDF

Razorpay — Manual Review

Attach Invoice

BD Billdesk Reconciliation — 3 Steps

RZ Razorpay Reconciliation — 3 Steps

UPI UPI / GPay Reconciliation — 2 Steps

🏦 Bank Statement — Role & Usage