Reconcile Authorize.Net settlements against QuickBooks

Build me a month-end reconciliation workbench that finance opens to tie Authorize.Net card settlements to what QuickBooks Online recorded, instead of exporting two reports into a spreadsheet and eyeballing them. This is a review surface a person works in, not something that runs on a schedule.

At the top of the main screen, a date range picker that defaults to the last full calendar month. Authorize.Net returns settled batches for roughly a 31 day window per request, so keep the selectable range inside a month, or fetch longer ranges in monthly chunks and stitch them together. Everything on the screen reloads against the selected period.

The left side lists Authorize.Net settlement batches for that range, using Get Settled Batch List, with per batch totals from Get Batch Statistics. Each row shows settlement date, batch id, gross sales, refunds, chargebacks and voids, and the net settled amount. Keep refunds and chargebacks in their own columns and never fold them silently into sales. The bank deposit is net of refunds and chargebacks while the sales total is gross, and that gross versus net gap is what usually makes a batch fail to match the deposit, so the breakdown has to be visible before anyone starts investigating.

Clicking a batch opens the individual payments inside it with Get Transaction List, showing a row per transaction with transaction id, submit time, customer name, card last four, transaction type, amount, and settlement status. Clicking one of those rows pulls full detail with Get Transaction Details, so a variance can be chased all the way down to the transaction that caused it.

The right side shows what QuickBooks recorded over the same period. Use Run Reports with the General Ledger report, scoped to the merchant clearing or undeposited funds account I configure, for the selected date range. Line those entries up against the batches on the left, matching on settlement date and amount, so it is immediately obvious which settlements have no matching deposit and which ones match on date but differ on amount. Use Read Deposit to drill into a specific deposit record when I click through, and Read Account to confirm the configured clearing account resolves. Important: there is no documented operation that lists sales receipts by date range, so build the QuickBooks side of the comparison at batch and period level from the general ledger report rather than assuming a per receipt list endpoint exists.

Between the two sides, give every batch a clear match state: matched within tolerance, date matches but the amount differs, no matching deposit found, or a book entry with no batch behind it. For an amount difference, show the delta and whether the batch refunds and chargebacks fully account for it, since that is the first thing anyone will want to know. Flag any batch whose difference exceeds a tolerance I configure, expressed either as a dollar amount or as a percentage of the batch total. Above the two panels, show period totals: total net settled, total posted to the clearing account, and the difference between them.

From a selected batch I need three actions. First, mark the batch reconciled, with the app remembering who signed it off, when, and an optional note. Persist that so the whole team sees the same state and re-opening the same period keeps every sign-off intact. Second, post the missing entry straight into QuickBooks, using Create Deposit for a net deposit against the clearing or bank account, or Create Sales Receipt where that is the right shape for the batch. Prefill the amounts, date, and account from the batch figures and show me a confirmation step before anything is written, then record the created record id against the batch and refresh the comparison. Third, send the still unmatched rows to a Google Sheet with Append Values for the accountant, one row per unmatched batch with settlement date, batch id, gross sales, refunds, chargebacks, net settled, the amount found in the books, the difference, the match state, and who exported it. Read the sheet first with Get Values so rows already sent are not appended twice.

Add a settings page holding the QuickBooks clearing or undeposited funds account, the flagging tolerance, the target spreadsheet id and tab name, and the default date range. Persist those so they are there next month.

To be clear about what this is not: it is not an automation that pushes each settled capture into QuickBooks and a sheet as it lands. This is the opposite end of that, the human review surface where finance compares the two systems, investigates the variances, and signs batches off.