Commission Reconciliation

Updated workflow: Reconciliation now lives in the Inbox tab of the Agency Commissions Dashboard. Three buckets surface what needs you: unmatched payments, variance flags, and stale expecteds. This article explains the concepts behind the scenes.

Reconciliation is the process of matching incoming supplier payments to the commission entries your agents have submitted. It is the bridge between "the supplier paid us" and "we can pay the agent."

This guide is for agency owners and admins working in Agency view. Solo agents filing through an external host do not use this workflow — see Commissions Workflows by Role for the right guide for your setup.

Where to Find It

1. Switch to Agency view using the toggle at the bottom left of the app
2. Go to Commissions
3. Open the Supplier Reconciliation tab

The Big Picture

Commission entries move through a lifecycle as they are processed:

Stage	What It Means
Expected	Commission amount is estimated from the booking — trip hasn't ended yet
Submitted	Agent has submitted the commission through JourneyFuse
Received	Supplier payment has been recorded and matched, but not yet finalized
Reconciled	Used for non-payable items after payment acceptance, or as a bookkeeping checkpoint
Agent Payable	Ready to be included in an agent payout
Agent Paid	Payout to the agent is complete

Reconciliation moves commissions from Submitted → Received. Accepting the supplier payment is what moves matched commissions into Agent Payable.

The 5-Step Owner Mental Model

If you are an owner or admin, the easiest way to think about the workflow is:

1. Submitted — the advisor filed the commission and it was approved for processing
2. Matched — you recorded supplier cash and matched it to the booking
3. Accepted — you finalized that supplier payment
4. Payable — the advisor portion is now released for payout
5. Paid — you recorded the advisor payout batch

JourneyFuse now mirrors those same steps in the Agency commissions table so the wording stays consistent between the UI and the KB.

Real Scenario Example

Use this simple example as a model:

• Gross commission from supplier: $100
• Advisor split: 70%
• Advisor earns: $70
• Agency keeps: $30

Inside JourneyFuse, the owner workflow looks like this:

1. The advisor submits the commission after the trip
2. The owner approves it for processing
3. The supplier sends the agency $100
4. The owner records that supplier payment and matches it to the commission
5. The commission moves to Matched
6. The owner accepts the supplier payment
7. JourneyFuse sets the advisor's $70 to Payable
8. If payout rules apply, JourneyFuse also sets an eligible payout date
9. The owner creates a payout batch and records the advisor's $70 payment
10. The agency keeps the remaining $30

If the agency has a rule like "hold payouts until trip end," JourneyFuse uses that rule when the supplier payment is accepted so the owner can see exactly when the advisor portion becomes eligible.

What the Advisor Sees After Payout

When the owner creates the payout batch, they can also send a payout summary email to the advisor.

Using the same example:

• Supplier paid the agency: $100
• Advisor share: $70
• Agency share: $30

The advisor's payout email can include:

• payout date
• payment method and reference
• the trip or booking included
• the advisor amount paid
• any bonus or deduction adjustments
• the total paid in that batch

That gives the owner a simple way to answer, "What was this payment for?" without adding extra accounting complexity to the workflow.

Step-by-Step: Recording a Supplier Payment

When a supplier deposit hits your bank account, you need to record it in JourneyFuse so it can be matched to commission entries.

1. Select the Payer

On the Supplier Reconciliation tab, use the payer dropdown to select the supplier who sent the payment. The dropdown lists all suppliers that have pending (unreconciled) commissions.

If the supplier name doesn't appear, it means there are no approved submissions waiting for that payer.

2. Record the Payment

Click Record Payment to open the payment input dialog. Fill in:

Field	Description
Deposit Amount	The total amount that hit your bank account
Payment Date	The date on the supplier's payment or check
Deposit Date (optional)	The date the funds cleared your bank
Payment Method (optional)	Check, ACH, wire, credit card, etc.
Reference Number (optional)	Check number, transaction ID, or supplier reference
Notes (optional)	Any context about the payment

Click Save to create the supplier payment record.

3. Match Commissions to the Payment

After recording the payment, JourneyFuse shows you a list of approved commission entries for that payer. These are the commissions that are ready to move from Submitted to Matched. Each entry displays:

• Trip name, supplier, and booking type
• Confirmation/reservation number
• Gross commission amount (expected)
• Trip end date and expected payment date

Smart matching: JourneyFuse scores each entry based on how likely it is to match this payment — considering trip timing, expected dates, submission status, and amount proximity. Entries with the highest match confidence appear first with a "suggested" indicator.

For each commission entry, you can:

• Check the box to include it in this reconciliation
• Enter the actual amount received if it differs from the expected amount
• Add a note for context on any discrepancy

4. Review Variances

As you match entries, the reconciliation view tracks three running totals:

Total	What It Shows
Deposit Amount	What the supplier paid
Total Expected	Sum of expected amounts for selected entries
Variance	The difference — positive means overpaid, negative means underpaid

If the actual amount for an entry differs from what was expected, you choose a variance action:

• Accepted — the variance is within tolerance and you're okay with it (e.g., rounding differences, currency adjustments)
• Flagged — the variance needs follow-up (e.g., supplier paid less than expected, missing a booking)

Flagged entries appear in the Exceptions view for later investigation.

5. Create the Reconciliation

Once you've selected all matching entries and resolved variances, click Reconcile. This:

• Creates a reconciliation batch record with the totals and entry count
• Updates each matched commission's lifecycle to Received
• Records the variance amounts per entry
• Links each commission entry to the supplier payment via an allocation record

At this point, the commissions are matched to cash in, but they are not yet payable to the agent until you explicitly accept the supplier payment. In the owner mental model, this is the move from Matched to Accepted.

Handling Adjustments

Sometimes a supplier payment doesn't perfectly line up with commission entries. JourneyFuse provides tools for these situations.

Company Adjustments

If the supplier included or deducted something that isn't tied to a specific commission entry (e.g., a processing fee, bonus, or credit memo), add a company adjustment:

1. On the payment detail view, click Add Adjustment
2. Enter the amount (positive for additional credit, negative for deductions)
3. Add a description (e.g., "Q4 bonus" or "Wire fee")

Adjustments update the payment's matched and variance totals automatically.

Unclaimed Items

If part of a supplier payment doesn't match any commission entry in JourneyFuse — maybe it's for a booking you haven't entered yet, or a commission from a different system — add an unclaimed item:

1. Click Add Unclaimed Item
2. Enter the booking/reference number
3. Enter the amount received
4. Optionally add a trip description and notes

Unclaimed items can later be:

• Resolved — once you identify and enter the matching commission
• Voided — if it was a mistake or belongs to a different system

Editing Allocations

If you realize an allocation amount was entered wrong after creating the reconciliation, you can update individual allocation amounts from the payment detail view. Click the allocation row and adjust the amount — the payment's matched and variance totals recalculate automatically.

Accepting or Recalling a Payment

After reconciliation, you make a final decision on the supplier payment:

Accept Payment

Click Accept when you're satisfied that the payment is correctly matched and all variances are resolved or within tolerance.

• Records who accepted and when
• Advances all matched payable commission entries to Agent Payable
• These commissions are now ready to be included in agent payout batches

This is the step that moves a commission from Accepted to Payable.

You can add status notes explaining your decision (e.g., "Variance of $2.15 is rounding — accepted").

Recall Payment

Click Recall if something is wrong and the reconciliation needs to be revisited.

• Records who recalled and when
• Moves unpaid matched commissions back to Received
• Add status notes explaining what needs to be fixed

A recalled payment can be re-reconciled once the issue is resolved.

Importing Payments in Bulk

If you receive a statement or spreadsheet from a supplier with multiple payments, you can import them all at once using CSV Import.

CSV Format

The CSV must include these headers:

payer_name,amount,payment_date,reference_number,payment_method,notes

• payer_name (required) — the supplier name, must match existing payers
• amount (required) — positive number
• payment_date (required) — date string (e.g., 2026-03-15)
• reference_number (optional) — check or transaction ID
• payment_method (optional) — check, ACH, wire, etc.
• notes (optional) — any context

Each row creates a separate supplier payment record that you can then individually match and reconcile.

Commission Exceptions

The Exceptions view aggregates all items that need attention:

• Commission entries with flagged variances — where actual didn't match expected
• Unclaimed items that haven't been resolved or voided
• Payments with unmatched balances

Use this view as a daily or weekly checklist to keep reconciliation clean.

From Reconciliation to Agent Payout

Once a payment is Accepted, its matched commissions become Agent Payable. In the owner mental model, that means the commissions have reached the Payable stage. The next step is paying your agents:

1. Go to the Ready to Pay Agents section in Agency view
2. Review the commissions grouped by agent
3. Create a payout batch — this groups the commissions into a single payout
4. Record the payout method and reference (check number, direct deposit, etc.)
5. The commissions advance to Agent Paid and the agent sees the update in their view

Payout Settings

Configure payout behavior in Settings > Commission:

Setting	What It Controls
Minimum Payout Amount	Commissions accumulate until they reach this threshold before becoming payable
Hold Payouts Until	Hold agent payouts until the trip start date or end date has passed

Agent Payout Adjustments

If you need to adjust an agent's payout (e.g., deducting an advance, adding a bonus), you can add agent payout adjustments that modify the batch total. Each adjustment includes an amount, description, and status.

Reconciliation Statuses (Supplier Payment)

Each supplier payment moves through these statuses:

Status	Meaning
Open	Payment recorded but not yet matched to commissions
Partially Reconciled	Some commissions matched, unmatched balance remains
Reconciled	All funds matched to commissions and/or adjustments
Accepted	Owner has reviewed and approved — commissions advance to Agent Payable
Recalled	Owner flagged an issue — needs to be re-reviewed

Tips for Owners

• Start with the Exceptions view each week to catch variances before they pile up
• Record payments promptly — agents can see when their commission moves to "Supplier Paid" and will notice delays
• Use reference numbers consistently — they make it easy to cross-reference with your bank statements
• Add notes liberally — six months from now you won't remember why a $3 variance was acceptable
• Bulk import when a supplier sends a quarterly statement — much faster than recording one at a time

Related

• Submitting Commissions — how agents submit commissions into this workflow
• Commissions Workflows by Role — the full picture for agents, admins, and owners
• Tracking Commissions — per-booking commission lifecycle and statuses
• Commission Reports — filtering, analytics, and CSV export
• Per-Trip Commission Overrides — setting custom splits on individual trips