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BACK-OFFICE SERVICE

Bank Reconciliation — Your Cash, Verified Daily

Every deposit verified against POS sales. Every credit card settlement matched to the correct batch. Every unauthorized charge caught before it compounds. Bank reconciliation done right — every single day.

Verify Every Deposit See Pricing

Why Monthly Bank Reconciliation Is Too Late

Bank reconciliation is the last line of defense for your cash. When POS sales don't match deposits, when credit card settlements don't post correctly, when unauthorized ACH debits hit your account — you need to know immediately. Not at month-end.

Here's what happens when bank reconciliation is a monthly event:

  • Missing deposits go unnoticed for weeks. A $2,300 cash deposit that never reaches the bank on a Friday afternoon isn't discovered until the monthly close. Was it stolen? Lost in transit? Never made? By month-end, the investigation trail is cold.
  • Credit card settlements fall through the cracks. A $4,500 batch that was submitted to the processor but never settled into your bank account sits in limbo. The processor's dispute window may close before you realize the money is missing.
  • Unauthorized charges accumulate. A vendor's automatic billing system doubles a charge. Your bank charges an unrecognized fee. A fraudulent ACH debit pulls $1,200 from your operating account. Each one is small enough to miss in the daily noise but large enough to matter at month-end.
  • The monthly close becomes a forensic exercise. Instead of a clean, quick reconciliation against pre-verified daily data, your CPA spends days digging through 30 days of unreconciled transactions, trying to match deposits to sales, settlements to batches, and fees to services.
The Volume Problem
A convenience store with fuel generates 200–400+ transactions per day. A 5-store portfolio generates 1,000–2,000 daily transactions across cash, credit, debit, EBT, mobile payments, and ACH. Monthly reconciliation means matching 30,000–60,000 transactions against bank records in one sitting. Errors don't just slip through — they're statistically guaranteed.

What DohAssist Verifies Daily

Four categories of bank activity, verified against POS and processor data every 24 hours.

Cash Deposits vs. POS Cash Sales

Every cash deposit is matched against the POS cash sales total for the corresponding day and shift. Shortages and overages are identified with specific dollar amounts, shift windows, and register IDs. Safe drop amounts are cross-referenced where DohShield safe drop verification is active.

Credit Card Settlements vs. POS Batches

We track every credit card batch from submission through processing to bank deposit. The POS batch total, the processor's settlement amount, and the actual bank credit are all three matched. Fee deductions, chargebacks, and failed settlements are identified within the standard 1–3 day processing window.

ACH Debits & Automatic Payments

Vendor auto-debits, franchise royalty payments, loan payments, and utility charges are verified against expected amounts and schedules. Unauthorized or unexpected ACH debits are flagged immediately — before the reversal window closes.

Bank Fees & Service Charges

Monthly maintenance fees, wire transfer charges, overdraft fees, and merchant service charges are tracked and verified against your bank agreement terms. Unexpected fees are flagged for review.

Catching Unauthorized Charges

Unauthorized bank charges come in many forms, and they're almost always designed to look routine. A vendor that double-bills you, a bank that charges an upgraded service fee you never authorized, a fraudulent ACH debit from an unknown source. Each one relies on the same thing: the hope that you won't notice for 30 days.

Daily bank reconciliation eliminates that window. When every transaction is verified against expected activity within 24 hours, unauthorized charges are caught before they can repeat. More importantly, they're caught within the bank's dispute and reversal windows — meaning you can get your money back.

Common Unauthorized Charges We Catch

  • Duplicate vendor debits: The same invoice charged twice through ACH, often with slightly different reference numbers
  • Inflated merchant processing fees: Processor fees that exceed your contracted rate, or new fee categories added without notification
  • Unauthorized subscription charges: Software, service, or equipment subscriptions that continue billing after cancellation
  • Cross-account errors: For multi-location operators, deposits or debits posted to the wrong operating account
  • Fraudulent ACH debits: Unauthorized electronic debits from unknown originators — increasingly common for business accounts

Multi-Location Banking Made Simple

For operators with multiple locations, bank reconciliation complexity multiplies — but it doesn't have to multiply your workload.

Multi-unit operators often manage separate bank accounts for each location (operating, payroll, and sometimes merchant), plus consolidated accounts for corporate operations. That's 8–15 bank accounts for a 5-location portfolio — each with its own deposits, debits, and fee schedule.

DohAssist reconciles all of them. Each location's bank activity is matched against its specific POS data and processor settlements. Cross-location transfers are tracked. Consolidated reporting shows your entire portfolio's cash position in a single view.

Per-Location Reconciliation

Each store's bank activity reconciled independently against its own POS and processor data.

Consolidated Dashboard

Portfolio-wide cash position showing all accounts, all locations, and overall bank health in one view.

Cross-Account Tracking

Inter-company transfers, payroll funding, and corporate distributions tracked and verified.

CPA-Ready Reports

Pre-reconciled bank data delivered to your CPA for seamless month-end and tax preparation.

The Financial Impact of Daily vs. Monthly Bank Reconciliation

The difference between daily and monthly bank reconciliation isn't just speed — it's money. When deposits are verified within 24 hours, missing cash is identified before the investigation trail goes cold. When credit card settlements are tracked in real time, failed batches are caught within the processor's resolution window. When unauthorized charges are flagged immediately, bank dispute deadlines aren't missed.

Consider a practical example: A 5-location convenience store portfolio with average daily cash deposits of $3,500 per store. If one store's Thursday deposit never reaches the bank — whether lost, stolen, or misrouted — that's $3,500 at risk. With monthly reconciliation, you discover this shortage 15–25 days later. The bank's investigation window may have closed. The armored car company's liability window may have expired. The employee who prepared the deposit may no longer work there.

With DohAssist daily reconciliation, you know Friday morning that Thursday's deposit didn't post. You call the bank immediately, file a timely claim, and begin the investigation while the evidence is fresh. The recovery rate on same-day or next-day deposit discrepancies is dramatically higher than month-old discoveries.

24 Hours
Maximum time to identify a missing deposit
1–3 Days
Credit card settlement tracking window
< 3 Days
Monthly close time with daily bank reconciliation

Frequently Asked Questions

All major US banks — Chase, Bank of America, Wells Fargo, Truist, PNC, US Bank, regional banks, and credit unions. We need read-only access to bank statements (typically through online banking portals or automatic data feeds). We never need write access to your accounts.

We track the standard 1–3 day processing timeline for credit card settlements. Each batch is tracked from POS submission through processor acknowledgment to bank deposit. If a batch hasn't settled within the expected window, it's flagged as "pending past due" — giving you time to contact your processor before the issue escalates.

Yes — including operating accounts, payroll accounts, merchant service accounts, and corporate/consolidated accounts. Multi-location operators with 8–15+ bank accounts across their portfolio are our specialty. Each account is reconciled independently and rolled up into a consolidated view.

We handle the daily operational reconciliation — matching deposits, tracking settlements, and flagging exceptions. Your CPA receives clean, pre-reconciled bank data instead of raw statements, making their monthly close and tax preparation work significantly faster and more accurate. We complement your CPA — we don't replace them.

Verify Every Deposit — Book a Strategy Call

Missing deposits and unauthorized charges hide in the noise of monthly reconciliation. Book a free strategy call and learn how daily bank verification protects your cash.

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