Reconciling deposits means confirming that the payments recorded in CRO Billing match what actually appeared in your bank account. You typically do this when you receive your bank statement or during your regular period-end close. CRO Billing gives you two views to support this process: undeposited payments and deposits by date.
Steps
1. Go to Receivables. Click Receivables in the left sidebar.
2. Review undeposited payments. Click the All Undeposited tab. This shows every payment recorded in CRO Billing but not yet marked as deposited. These are funds that should be on their way to the bank or already deposited but not yet confirmed in the system.
đ¸ Screenshot suggestion: The All Undeposited tab showing a list of payments with customer name, date, method, and amount columns.
3. Compare to your bank statement. Open your bank statement (or your bank's online portal) and match each deposit line to the payments listed in CRO Billing. Group payments that went to the bank in the same batch â ACH payments, for example, are often batched by day.
4. Switch to Deposits by Date for a grouped view. Click the Deposits by Date tab. This view organizes payments by deposit date rather than by customer, which makes it easier to match against a bank statement that lists deposits chronologically.
đ¸ Screenshot suggestion: The Deposits by Date tab showing payments grouped by date with a subtotal for each date grouping.
5. Identify any discrepancies. Look for payments that appear in CRO Billing but not in your bank statement, or deposits in your bank statement that do not match any payment in CRO Billing.
Common causes of discrepancies:
A payment was recorded in CRO Billing but the check has not been deposited yet
A payment was deposited but not yet recorded in CRO Billing
A payment was recorded with the wrong amount or the wrong date
A check was returned (NSF) after being deposited â in this case you will need to create a Debit Memo. See How to Record an NSF Fee
Warning: If a deposit appears in your bank account but cannot be found in CRO Billing, do not assume it will sort itself out. Contact your administrator or check whether the payment was recorded under a different customer or date.
6. Confirm deposits are marked correctly. If a payment in the All Undeposited list has confirmed cleared your bank, make sure it is marked as deposited in CRO Billing. Contact your administrator if payments need their deposit status updated.
Tips for a Clean Reconciliation
Run this process at the same time each month rather than waiting until the end of the quarter. Smaller batches are easier to reconcile than large ones.
Use the Deposits by Date view as your primary reconciliation tool since it mirrors how your bank statement is organized.
If a customer made multiple payments in one day that were batched into a single bank deposit, look for the individual payments in CRO Billing and confirm their combined total matches the single deposit line on your statement.