How to reconcile e-wallet and QR payments at closing
Reconcile e-wallet and QR payments at closing in a few minutes: what to check at the counter, how to match reference numbers, and how to spot fake receipts.
By the Payspace team · · 4 min read
E-wallet and QR payments are quick at the counter, but they don’t land in your cash drawer, so they’re easy to lose track of. A payment that never arrived, a customer who sent the wrong amount, or a fake screenshot can all slip past on a busy day. A simple routine at the counter and at closing time catches them.
At the counter
- Check your own phone, not the customer’s. A screenshot or the customer’s “sent” screen isn’t proof. Wait until the payment shows in your own wallet or merchant app’s transaction history before you hand over the order.
- Check the amount. Make sure the amount received matches the total, especially on split bills.
- Write down the reference number with the sale. It’s how you’ll match the payment later, and how the customer and the payment provider will look it up if something goes wrong.
At closing time
- Total your e-wallet sales by provider from your POS or sales notebook: how much should have come in through each wallet or QR service you accept.
- Open each app’s transaction history for the day and add up what actually arrived.
- If the totals don’t match, match reference numbers one by one until you find the difference.
- Count the cash drawer separately. Expected cash = opening cash + cash sales − any cash taken out during the day. E-wallet and card sales shouldn’t be in this number.
Common reasons the numbers don’t match
- A payment was recorded as cash, or cash was recorded as an e-wallet payment
- A customer paid twice, or paid the wrong amount
- A payment was sent to the wrong number or account
- A split bill was recorded as a single payment
- A payment is still pending, or was reversed
Keep shop money separate
If you can, receive shop payments in an account used only for the shop. Most wallets and payment apps offer a merchant or business account. Mixing shop and personal payments in one wallet makes closing time much harder, and makes your records harder to explain to your accountant or tax office.
A note on cards
If you take cards through a bank terminal, record the card payment in your POS as well, and match the terminal’s settlement report the same way.
Frequently asked questions
How do I confirm an e-wallet payment is real?
Check that the payment shows in your own wallet or merchant app's transaction history before handing over the order. A screenshot on the customer's phone is not proof, because screenshots can be edited.
How do I reconcile e-wallet payments at the end of the day?
Total your e-wallet sales by provider from your POS, compare each total with the day's transaction history in that app, and match reference numbers one by one if they differ.