The Situation
Structube, a Montreal-based furniture retailer, processed a significant volume of online payments every day through multiple payment processors. Behind the scenes, someone had to make sure every transaction matched up: the right amount, the right client, the right ERP entry.
That job fell to a single accounts payable employee. Every morning, they would open their processors' portals, pull transaction data, cross-reference it against the ERP, identify discrepancies, and manually correct entries one by one. The work took between 2 and 4 hours. Every single day. For years.
The process worked — barely. But it was fragile, slow, and entirely dependent on one person showing up and doing it right. There was no audit trail, no direct transaction IDs in the ERP, and no way to trace a discrepancy back to its source without digging through exports by hand.
What We Built
In one week, we built an automated reconciliation system that replaced the entire manual process — and surpassed it in quality.
- ✓Automated transaction ingestion— pulling data from all payment processors automatically, on a scheduled cycle, with no manual exports required
- ✓Automated reconciliation logic— matching transactions to orders, identifying discrepancies, and flagging exceptions for human review rather than requiring manual detection
- ✓Richer ERP entries than the manual process— each automatically created entry included direct transaction IDs, full client details, and complete traceability that the manual process had never captured
- ✓Full audit trail— every reconciled transaction traceable back to its source, every discrepancy logged, nothing relying on memory or manual documentation
The Result
The system went live in one week. The daily 2–4 hours of manual reconciliation work stopped immediately. That time was redirected to higher-value work.
Beyond the time savings, the system produced better data than the manual process ever had. ERP entries now contained direct transaction IDs, client-level details, and a complete audit trail — information the business had never had access to before.
At over five years and counting, it has run without modification or intervention. The annual savings — roughly half a salary — have compounded every year it's been running.
“Colin is versatile, rigorous, and a constant source of initiative and innovation. He quickly mastered our complex environment and led his team with professionalism.”
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