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Faster Reconciliation
Billing Accuracy
Less Manual Work
A subscription-based SaaS company with $15M ARR was spending 7 days at month-end manually reconciling payments from Stripe, PayPal, and wire transfers against their NetSuite accounting system.
Finance team of 4 people downloaded CSVs, used complex Excel formulas to match transactions, and manually flagged discrepancies. Revenue recognition delays affected board reporting, and billing errors were damaging customer relationships.
We built a comprehensive n8n automation platform that connects payment gateways, banking APIs, and accounting systems. The system performs real-time reconciliation, auto-matches transactions, and maintains live revenue dashboards.
Real-time sync of invoices, payments, and refunds from Stripe/PayPal to accounting system with automatic categorization and tagging.
Intelligent algorithm matches payouts vs invoices automatically. Flags discrepancies with context for manual review.
Live monthly recurring revenue, churn, and expansion metrics pushed to BI tools and Google Sheets for executive visibility.
Failed payment recovery sequences via email, SMS, and CRM tasks. Automatic retry logic and escalation workflows.
Reduction in Reconciliation Time
From 7 days to 2 days month-endLess Manual Spreadsheet Work
25+ hours saved weeklyBilling Accuracy
From 95% to 99.8%Faster Month-End Close
7 days → 2 daysCost Savings: $120,000 annual reduction in finance operations costs
Revenue Recovery: $240,000 recovered from better dunning workflows
Executive Visibility: Real-time MRR dashboards vs. 2-week delays
Audit Ready: Complete transaction trail and auto-generated reconciliation reports
Webhooks from Stripe, PayPal, and bank APIs trigger n8n workflows. Every invoice, payment, refund, and payout captured instantly with full metadata.
AI and business rules categorize transactions (subscription, one-time, upgrade, refund). Customer and product details enriched automatically.
Transactions posted to NetSuite/Xero with correct GL codes, tax info, and departments. Invoice matching against payments performed in real-time.
Smart matching algorithm reconciles payouts against invoices. 95% of transactions matched automatically. Discrepancies flagged with investigation links.
Automated revenue recognition calculations. MRR, ARR, churn, and expansion metrics computed and updated hourly in BI dashboards.
Dunning sequences trigger on payment failures. Multi-channel recovery (email, SMS, in-app) with smart timing. CRM tasks created for sales follow-up.
Let's discuss how n8n automation can reduce your reconciliation time by 90% and improve billing accuracy to 99.8%.
Implementation Time
ROI Timeline
Cost Savings
Let’s discuss how we can help you streamline billing and reduce manual finance work.
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