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Payment processor reconciliation in United Kingdom: how it runs
LedgerBPO's stripe reconciliation services UK online sellers rely on match every Stripe, Shopify and PayPal payout to gross sales, fees, refunds and VAT inside your Xero or QuickBooks Online file. A named dedicated accountant works the exception log weekly, in sterling and any other settlement currency, and a second reviewer signs off each period.
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What it covers
LedgerBPO's stripe reconciliation services UK online sellers rely on match every Stripe, Shopify and PayPal payout to gross sales, fees, refunds and VAT inside your Xero or QuickBooks Online file. A named dedicated accountant works the exception log weekly, in sterling and any other settlement currency, and a second reviewer signs off each period.
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What you get
Payouts tied to sales, fees, refunds and reserves, not lump-sum deposits
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How it runs
A2X, Synder or Link My Books set up and checked by a named accountant
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What you see
Exception log worked every week so the payout variance stays at zero
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A named accountant, a backup and a team lead
Inside your own software, on a fixed close calendar, with a reply from a person within 1 business day. Call +1-657-777-0006 or start a quote.
Get a custom quote 06 / 06
What is different in United Kingdom
UK sellers reconcile payouts against VAT as well as the bank. Marketplace facilitators can be liable for VAT on sales they process, so revenue, marketplace-collected VAT and your own VAT need separating rather than lumped into one deposit. Payouts often settle in sterling even when a sale was priced in another currency, so an exchange difference has to be posted alongside the fee and refund. Xero and QuickBooks Online carry the ledger for most of our online-seller clients, with Dext used to file settlement reports and evidence. Our accountants work the weekly exception log from our second office in Pakistan on UK business hours, so a payout that does not tie is queried the same week, not at year end.
UK rules that shape the work
Marketplace VAT rules
Where a marketplace is treated as the seller for VAT purposes, we separate the VAT it collects and remits from the revenue and VAT that belong to your own return.
Settlement currency and GBP
Payouts often land in sterling regardless of the sale currency, so we post the exchange difference between the sale rate and the payout rate rather than let it sit unexplained.
Digital links for MTD
Settlement data flows from the processor into Xero or QuickBooks Online with a digital link maintained, so the sales figures behind your VAT return are never re-typed.
Software used to reconcile payouts
We work in Xero and QuickBooks Online, using Dext to store settlement reports and evidence alongside the reconciliation for your accountant.
What's included
- Stripe, Shopify Payments, Amazon, PayPal and Square payout matching
- Etsy, eBay, Walmart and other marketplace settlements where you sell
- A2X, Synder or Link My Books connection set-up and mapping review
- Gross sales, fees, refunds and chargebacks posted from settlement data
- Rolling reserves and holdbacks tracked as a receivable until released
- Sales tax and VAT collected by the marketplace split from revenue
- Multi-currency payouts converted and exchange differences posted
- Clearing accounts cleared to zero every period
- Exception log worked weekly with a note on each open item
- Month-end payout variance report by channel
- Processor fee summary for margin review
Deliverables and KPIs
| Deliverable | KPI we report |
|---|---|
| Payout reconciliation | Payout variance of zero between settlement reports and bank deposits |
| VAT split by source | Marketplace-collected VAT separated from revenue and your own VAT liability |
| Exception log worked | No unmatched payout older than 14 days |
| Currency differences posted | Exchange gains and losses on payouts posted every month |
UK software we work in
Pricing in GBP
Pricing depends on volume and scope. Get a custom quote within 1 business day. Quotes for United Kingdom clients are issued in GBP.
Security and compliance
- Read-only or reporting-only roles on Stripe, Shopify and marketplace accounts
- We never issue refunds, change payout accounts or move money
- MFA on every login and a per-client access log reviewed monthly
Full control list on the security page and country rules on the compliance page. Certifications are listed only when held.
Frequently asked questions
How much do Stripe reconciliation services cost in the UK?
Pricing depends on volume and scope, so we send a custom quote within 1 business day. As a UK benchmark, this work is usually included in fixed-fee bookkeeping at £100 to £1,500 per month (UK provider pricing surveys, 2026), with connector subscriptions billed separately by the vendor. Channel count moves the quote most.
Do you submit our VAT return or accounts?
No. We reconcile payouts and separate marketplace VAT from your own, which feeds clean figures into your VAT workings, but you or your accountant remains the one who reviews and submits the VAT return and annual accounts to HMRC and Companies House.
Do you cover UK hours?
Yes. The exception log is worked from our second office in Pakistan on a schedule aligned to UK business hours, so an unmatched payout raised in the morning is usually queried and cleared the same day, not left for the following week.
How do you handle VAT that a marketplace collects on my behalf?
We identify which sales had VAT collected and remitted by the marketplace under its own registration, keep that separate from revenue, and reconcile the portion that is genuinely yours so your VAT return is never overstated by tax that passed through the platform.
Can you reconcile payouts in more than one currency?
Yes. Where you sell in more than one currency, we reconcile each payout to the rate the processor applied, post the difference from the sale-date rate to exchange gain or loss, and agree any foreign currency balance to the processor's own report at month end.
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