# Reconcile Authorize.Net settlements against QuickBooks > A month end workbench that lines up every card settlement batch against what your books recorded, so finance can spot the gaps and sign off in one place. - Workflow type: app - Services: Authorize.Net, QuickBooks Online, Google Sheets - Categories: Finance, Operations - Published: 2026-08-14 ## What it does - Lists every card settlement batch for the period you pick, with gross sales, refunds, and chargebacks broken out separately instead of quietly netted together - Shows what your books recorded over the same period, lined up batch by batch, so settlements with no matching deposit and deposits that differ on amount are obvious at a glance - Opens any batch to reveal the individual payments inside it, so you can chase a variance down to the transaction that caused it - Marks a batch reconciled with a record of who signed it off and when, posts a missing entry straight into your books, or sends the leftover rows to a spreadsheet for your accountant ## What you'll need - An Authorize.Net merchant account with access to settlement reporting - A QuickBooks Online company, plus the name of the merchant clearing or undeposited funds account your card deposits land in - A Google account and a spreadsheet where unmatched rows can be sent to your accountant - A tolerance you are comfortable with for how big a difference has to be before a batch gets flagged ## Prompt 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. ## How to customize - Set the tolerance that decides when a batch gets flagged, either as a dollar amount or a percentage of the batch total - Point the comparison at whichever account your card deposits land in, whether that is a merchant clearing account or undeposited funds - Change the default date range and choose which spreadsheet and tab unmatched rows are sent to ## FAQ ### Why do my settlement totals never match the deposit in my books? Because the money that lands in the bank is net of refunds and chargebacks, while the sales figure in your books is gross. That gap is the single most common reason a batch fails to match. This workbench breaks refunds and chargebacks onto their own lines for every batch, so you can see exactly how much of the difference they explain before you go looking for a real error. ### Can I reconcile several months at once? The settlement report covers roughly a month at a time, so the app is built around picking one period and working through it properly. When you need an earlier month, change the date range and the whole screen reloads against that period, with any sign-offs you already made still in place. ### Does it change anything in my books on its own? No. Nothing is posted unless you choose to post it. When a settlement has no matching entry, the app fills in a deposit or a sales receipt using the figures from that batch and waits for you to confirm before anything is written. ### Will my team see which batches I already signed off? Yes. Every sign-off is saved with your name and the time you did it, so anyone who opens the workbench sees the same reconciled status and nobody redoes work that is already done. ### How is this different from automatically syncing payments into QuickBooks? An automatic sync pushes each payment across as it settles and never asks you anything. This is the review side of the same problem: you compare the two systems side by side, investigate the batches that do not line up, and sign them off. Use this prompt in General Input: https://www.generalinput.com/prompts/reconcile-authorizenet-settlements-against-quickbooks