Equipp Recon Dashboard v3

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

The same merchant order ID flows from Shopify into Billdesk — the dashboard does a direct lookup. The dashboard does a direct dictionary lookup: shopifyOrders[bdOrderId]. If that misses (some PV files store a session token in Ref.1 instead), it falls back to matching on the Billdesk Transaction ID (= PGI Ref No) against Shopify's Payment Reference.

Rent vs Deposit split: Once the Shopify order is found, the dashboard reads its line items. Items whose Lineitem name contains "Refundable Deposit" are summed as Deposit. Rent = Shopify Subtotal − Deposit. Subtotal is post-discount, pre-tax, pre-shipping — exactly matching the taxable device value Zoho invoices are based on. The deposit is excluded because it is never invoiced in Zoho.

NO SHOPIFY — if no Shopify order matches the Billdesk Order ID.

Shopify → Zoho Invoice

Key link

Shopify Email → Zoho Primary Contact EmailID

The email narrows the search to that customer's invoices only — no cross-customer guessing. If the email isn't in Zoho at all, the row goes straight to NO INVOICE.

Key relationship — Billdesk is Shopify's payment gateway: Because customers pay via Billdesk at Shopify checkout, bdAmount always equals shopifyTotal. The invoice comparison uses Shopify Rental (total minus refundable deposit) as the expected invoice amount — the deposit is never invoiced in Zoho.

⚠ Known limitations:

Same-email, multiple invoices: if a customer has two invoices, neither matching Shopify rent exactly, the date-proximity tiebreaker applies — the invoice closest to the transaction date wins. Use Invoice Override to correct.
No email on Zoho contact: invoice is invisible to the auto-matcher. Override lookup uses a full invoice-number search that bypasses the email requirement.
En-dash vs hyphen: Zoho sometimes exports invoice numbers with an en-dash (–) instead of an ASCII hyphen (-). The normalizer strips all non-alphanumeric characters so EQ26–27/0394 and EQ26-27/0394 always match.

Exact amount match — invoices within ±₹2 of the Shopify Rental figure (all line items excluding the refundable deposit).
Date tiebreaker — if multiple invoices match on amount, the one whose Invoice Date is closest to the Billdesk transaction date wins. Only invoices within 60 days are considered first. Supports Zoho's default date format dd-Mon-yyyy (e.g. 18-May-2026).
Best-effort fallback — if no invoice matches on amount, the closest by amount + date within the same customer's invoices is shown as MOSTLY MATCHED.

FULLY MATCHEDInvoice amount ≈ rent (±₹2) + bank confirmed MOSTLY MATCHEDInvoice found but amount ≠ rent exactly + bank confirmed NO INVOICENo Zoho invoice found for this customer's email

Settlement → Bank

Key link

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

Billdesk batches transactions into a PV (Payment Voucher). Each PV covers ~1–2 days of transactions, deducts MDR fee + GST on fee, and sends one net credit to your bank account.

Individual transaction → PV: the settlement file's Order ID (Ref.1) or Transaction ID (PGI Ref No) is matched to the Billdesk transaction row. This links each transaction to its PV.

PV → bank statement: the dashboard looks for a bank credit row where Narration contains "INDIAIDEAS" (Billdesk's bank name), Deposit ≈ PV's Net Settlement (±₹1), and date is within 3 days of the PV's Settlement Date.

NO SETTLEMENTNo PV file uploaded for this transaction NOT IN BANKPV exists but no matching bank credit found

Final Status Combination

BD→Shopify	Shopify→Zoho	Settlement→Bank	Status
✓ Amount matches	Invoice matched (±₹2)	Bank confirmed	FULLY MATCHED
✓ Amount matches	Invoice found, amount differs	Bank confirmed	MOSTLY MATCHED
✓ Amount matches	No Zoho invoice	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

Manual Review

MOSTLY MATCHED Invoice found but amount differs from what Shopify charged

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

Scenario 1 — Laptop Upgrade

Customer upgraded from MacBook Air (₹4,000/mo) to MacBook Pro (₹6,000/mo). Shopify charged ₹6,000 but the invoice is for ₹4,000 — or we raised a supplementary invoice for ₹2,000 separately.

Flow

Dashboard shows Δ = ₹2,000
Search Bank or Razorpay for Δ → find the ₹2,000 payment
Confirm → ✓ Done

Scenario 2 — Commitment Switch

Customer was on 1-month (₹6,000/mo), switched to 12-month at ₹4,500/mo. Already paid ₹6,000 via Billdesk this month. Invoice now shows ₹4,500.

Flow

Dashboard shows Δ = ₹1,500
If customer paid extra → Search Bank / Razorpay for Δ
If it's an invoice adjustment → Mark as Fully Matched

Mark as Fully Matched (no delta search needed) — use when the gap is an invoice error, not real missing money. E.g. invoice raised for the wrong amount but the correct amount is already in the bank.

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

Device delivered, payment received, invoice hasn't been raised in Zoho yet.

Flow

Add a note: "pending — delivered 13 May"
Once raised in Zoho, click Invoice Required
Enter invoice number + total → done

Case B — Different email in Zoho

Invoice exists but under a different email (e.g. personal vs corporate).

Flow

Click Invoice Required
Enter invoice number + total manually
If total = BD amount (±₹2) → done
If gap → search bank / Razorpay for Δ

Case C — Order cancelled, refunded

Payment received, then order cancelled and money sent back via UPI.

Flow

Click Refunded via UPI
Dashboard searches bank statement for the withdrawal
Select the matching row → done

How "Refunded via UPI" finds the bank withdrawal

🏦 Search Bank

Bank statement only — GPay Business shows only incoming payments, not outgoing refunds. Refunds sent via UPI/GPay appear in the bank statement as withdrawals immediately.

Amount — withdrawal ≈ BD Amount ±₹1. Only match signal available.

Date — on or after BD transaction date (refund can't precede payment).

Excluded — Billdesk settlement rows (narration has "INDIAIDEAS") and rows already matched to another refund.

🔍 No match found?

If no withdrawal matches the BD amount, a search box appears in the card.

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

UPI handle — paste the recipient's UPI ID (e.g. name@oksbi). Searches Narration column.

Customer name is not in bank withdrawal rows — no name matching available.

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)

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

Manual Review

Bank Statement

Manual Payment Orders

Google Pay Business Transactions

UPI Manual Review

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

Manual Review

Bank Statement

Manual Payment Orders

Google Pay Business Transactions

UPI Manual Review

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

Attach Invoice