Automated Solutions for Complex Financial Operations
Our financial automation solutions are designed to eliminate the manual burden of high-volume accounting by standardizing fragmented data, detecting hidden costs, and ensuring audit-ready accuracy in real-time.
For this project, we partnered with a confidential high-volume e-commerce group operating across the EU, UK, and US markets. The objective was critical: eliminate the “forensic nightmare” of manually reconciling thousands of transactions across a fragmented stack of 12+ payment processors, including Rapyd, Truevo, and Checkout.com.
The result was a unified ingestion engine capable of processing hundreds of disparate merchant statements in seconds, applying live FX normalization, and identifying unrecorded fees with 99% accuracy.
This was not just automation — it was strategic financial agility.
Project requirement
The client required a unified financial data system capable of ingesting inconsistent merchant statements from over a dozen different payment processors while maintaining strict general ledger accuracy. The finance team was dedicating over 40 hours per week—effectively one full-time employee—to manually filtering transaction types, calculating rolling totals across different currencies, and hunting for hidden fee columns buried in PDF footnotes. A single miscalculation often required restarting the entire reconciliation process. The solution needed to act as a universal middleware: ingesting any format (PDF/CSV), standardizing the data structure, applying real-time exchange rates, and outputting clean, audit-ready ledgers—all in a matter of seconds.
- Universal Payment Processor Ingestion
- Automated PDF & CSV Statement Parsing
- Cross-Border FX Normalization Engine
- Hidden Fee & Rolling Reserve Detection
- Multi-Currency Ledger Standardization
- Intelligent Transaction Code Mapping
- Gross vs Net Revenue Separation
- Real-Time Spot Rate Application
- Audit-Ready Digital Trail Linking
- Zero-Trust Calculation Framework
- Processor-Agnostic Middleware Layer
- High-Volume Batch Reconciliation
- Anomaly & Margin Leakage Alerts
- Direct Accounting Software Export
Solution & result
System Architecture
The Reconciliation Engine was built on a four-layer structure designed for speed, accuracy, and auditability.
- The Ingestion Layer serves as the universal entry point. It accepts drag-and-drop uploads of raw files (PDFs, CSVs, Excel) from any supported processor, automatically detecting the source (e.g., Rapyd vs. Truevo) and selecting the appropriate parsing logic.
- The Normalization Layer acts as the standardization engine. It aligns inconsistent date formats, maps varying transaction codes to a single chart of accounts, and separates gross revenue from net payouts.
- The Intelligence Layer (FX & Fee Detection) connects to live forex market data to apply exact daily spot rates to transactions. Simultaneously, algorithmic checks scan for “hidden” costs like Rolling Reserve fees or Chargeback Reversal fees that are often missed by human eyes.
- The Output Layer formats the finalized data for direct import into the client’s accounting software, generating a permanent digital audit trail linking the original source file to the final ledger entry.
Key Functional Capabilities
The system provides instant standardization of complex financial data. It automatically separates fees from revenue to provide true margin visibility, normalizes multi-currency reporting into the client’s base currency (EUR), and flags anomalies for human review.
Internally, it transforms the finance team’s role from data entry to financial analysis, allowing them to focus on margin optimization rather than spreadsheet repair.
Business Impact
Within the first month of deployment, the impact on the client’s financial operations was transformative:
- Process Efficiency: Reconciliation time for 450+ monthly statements was reduced from ~40 hours to under 40 seconds—a 99.8% reduction in turnaround time.
- Financial Recovery: The system identified over €12,000 in previously unrecorded processor fees (such as hidden rolling reserves) in Month 1 alone.
- Accuracy: The error rate dropped to virtually zero (99% accuracy), eliminating the need for month-end restatements.
- Vendor Independence: The client gained the ability to switch or add new payment processors immediately without worrying about the administrative accounting burden.
Risk & Compliance Management
The system was engineered for audit readiness. Every transaction processed retains a digital link to its original source document, ensuring a perfect audit trail.
- Zero-Trust Calculation: The system relies on algorithmic verification rather than Excel formulas, preventing formula errors or broken links.
- Data Integrity: Source files are never altered; the system treats them as read-only evidence, generating new, clean datasets for the ledger.
- Privacy: Financial data is processed securely with strict adherence to data protection standards.
Scalability & Future Roadmap
The deployment focuses on handling unlimited volume, with expansion capabilities for real-time API connections to banks, automated cash flow forecasting, and predictive dispute management.
The architecture is modular, allowing the client to add new payment processors (e.g., entering the LATAM market) by simply adding a new logic module, rather than hiring new staff.
Conclusion
The Multi-Processor Reconciliation Engine is not just a calculator.
It is a strategic operational layer that decouples business growth from administrative complexity—delivering speed, unassailable accuracy, and financial clarity while empowering the accounting team to focus on value, not volume.