Matching Ad Network Payments to Bank Deposits

I close ad network payments the same way each month: statement first, bank second, then the gap between them. I download the payment statement for the period and save it next to the bank activity export. I don’t rely on the dashboard total, because the payable amount often changes after fees, adjustments, or currency conversion.

For each payment, I make a small working row: network, invoice or payment ID, statement gross, statement net, bank date, bank amount, and a note. Then I compare the statement net to the deposit, not the gross. If the statement says $1,000 gross and $50 in fees, I expect $950 to hit the bank, subject to the provider’s current terms.

Currency conversion is where I slow down. If a network pays in EUR and my account is USD, the deposit will not equal the statement net at the network’s rate. I record the statement currency amount, the bank amount, and the implied rate. A few dollars of difference can be normal; a large gap needs a question to the provider.

At month close, I split unmatched items into three buckets: timing, fees or conversion, and missing. Timing usually clears in a few days. Fees and conversion get a note. Missing payments get a follow-up with the payment ID and statement date.

I keep a short set of payment reconciliation notes for each network so I can repeat the same checks next month. Before I mark anything as lost, I confirm the provider’s current payment terms and cutoff dates, since those details can change.

The goal is not a perfect zero difference. It’s a clear trail from statement to deposit, with every fee, conversion, and missing payment explained.

— Daniel Hayes