How to reconcile invoices with Transactions and Refunds reports

Overview

When matching invoice numbers against the Transactions or Refunds reports in ChurnIQ, the figures may not line up at first glance. This is usually because the settlement period covered by your invoice doesn't overlap exactly with the calendar months in the report. Applying the correct filters resolves the majority of these mismatches.

This article explains which filters to apply for each report so your reconciliation matches your Cleeng invoices.

Before you start

You'll need:

• Access to Data Exports in the Analytics Section of Cleeng Dashboard
• The Cleeng invoice you want to reconcile

Reconciling refunds against your invoice

1. In your Cleeng Dashboard, go to Analytics → Data Exports and open the Refunds report.
2. Apply the following filter:
   • Merchant of Record = cleeng
3. The filtered results show only refunds processed through Cleeng as the Merchant of Record. These are the refunds that correspond to your Cleeng invoice.

Reconciling transactions against your invoice

1. In your Cleeng Dashboard, go to Analytics → Data Exports and open the Transactions report.
2. Apply both of the following filters:
   • Merchant of Record = cleeng
   • Transaction External Data = IS NOT BLANK
3. The filtered results show only settled transactions processed through Cleeng. The second filter is important: it excludes transactions that have not yet settled with an external identifier, which would otherwise appear in your count without being on your invoice.

If your numbers still don't match

If you've applied the filters above and still see a discrepancy, a small number of known platform-side issues can affect your data.

Occasional data-processing delays

ChurnIQ data is built from several pipelines that update on independent schedules. In rare cases, these pipelines can briefly fall out of sync, which can produce minor temporary discrepancies between Transactions, Refunds, and other ChurnIQ views.

You may see:

• A transaction appearing in one report but not yet in another
• Totals that don't match across views by a small margin
• The discrepancy disappearing on the next report refresh

These mismatches almost always resolve on the next data refresh. If a discrepancy persists across multiple refreshes, contact Cleeng Support so the team can investigate.

Still stuck?

If you continue to see unexplained discrepancies after applying the filters, contact Cleeng Support and include:

• The invoice number you are reconciling
• The report you are comparing it against (Transactions or Refunds)
• A screenshot or export of the filtered report
• The date range covered by your invoice