Skip to content
FinanlySupport

Reconcile Flexport billing

5 min readBusiness

Use Flexport Billing Rows to select a Flexport invoice record, match it to the correct bank transaction, review the draft posting, and export it only when the preview passes the workflow checks. If the preview is missing data, shows an unmapped category, or no longer matches the selected bank line, stop and correct the issue before exporting.

Before you start

  • You are signed in to a business workspace.
  • You have permission to review and post reconciliation work in the current workspace.
  • This workflow requires Flexport billing reconciliation to be enabled for your workspace and the required Flexport and ERPNext connections to be available.
  • The Flexport invoice or billing row you want to reconcile is already available in Flexport Billing Rows.
  • The bank transaction you choose must match the invoice net amount to the cent and use the same currency.

Open the Flexport workflow

Open Reconciliation and select Flexport Billing Rows. If the workflow is unavailable in your workspace, the required feature or connected source is not available there.

  1. Go to Reconciliation.
  2. Select Flexport Billing Rows.Flexport Billing Rows
  3. If the workflow is unavailable, switch to a workspace with the required feature and connected sources, then try again.

Pick the invoice and bank transaction

Choose the Flexport invoice record you want to reconcile, then find the bank transaction that matches it. The selected bank line must match the invoice net amount to the cent and be in the same currency.

  1. Open the Payout or invoice list and choose the Flexport invoice.Payout or invoice
  2. In Find a bank transaction, search by description or counterparty.Find a bank transaction
  3. Select the correct Bank transaction from the search results.Bank transaction
  4. If the amount or currency does not match, choose a different bank transaction before you continue.

Understand the invoice-of-record mapping

The invoice you select is the invoice of record for this reconciliation. The workflow uses the Flexport invoice data already stored for that row, including the invoice number, row amounts, and related charge categories, so you should reconcile the invoice that actually belongs to the bank line.

  • For newer Flexport rows, the workflow uses the invoice-shaped record shown in Flexport Billing Rows.
  • Older Flexport billing rows can still appear for backward compatibility, but the same reconciliation path is used.
  • If the invoice number shown in the preview does not belong to the row you selected, stop and choose the correct invoice before posting.

Review the preview

Select Review preview to generate the posting preview. The preview shows the ledger lines that would be created for the invoice and stops if the invoice still has an unmapped charge category, an unattributed return-label row, or a mismatch between the preview total and the bank line.

  1. Click Review preview.Review preview
  2. Review the preview that appears on screen.
  3. If you see an unmapped category error, add the missing Flexport mapping first and try again.
  4. If you see a return-label attribution error, resolve the affected row with the override shown by the workflow and preview again.
  5. If you see a reconciliation drift error, stop and review the invoice data before posting.

Understand the preview and FX base policy

  • The preview is a draft, not a posted result.
  • A successful preview does not mean anything has been booked yet.
  • If the invoice still has unresolved categories or attribution issues, the workflow refuses to continue instead of guessing.
  • If the invoice rows do not reconcile to the cent, the preview is blocked until you correct the source data.
  • The workflow uses the invoice currency and the bank-line currency as the visible reconciliation currency. If those currencies do not match, the workflow stops before posting.
  • When a row is valued from cost basis, the preview uses the invoice-date or received-date valuation path shown by the workflow rather than guessing a rate.

Approve and post

When the preview is correct, approve it and post the reconciliation. The system creates the approval and export work, then completes the posting through the connected ledger workflow.

  1. Review the preview one more time.
  2. Click Approve and post.Approve and post
  3. Wait for the posting status to finish.
  4. If the workflow shows a queued or unconfirmed status, use Check original posting status or Resume original request instead of starting over.Check original posting statusResume original request

How matching and recovery work

If you reopen the same request, use Restore reviewed preview or Resume original request so you can continue the original saved reconciliation when it is still current. If the preview is stale or the selected bank line changed, the workflow may rebuild the preview or refuse it instead of guaranteeing the exact same saved result.

  • For Shopify payout reconciliation, the bank line must match the payout net amount exactly before the preview can be saved or exported.
  • For Flexport billing reconciliation, the invoice preview must reconcile exactly before you can approve and post it.
  • If a preview was created for a different bank line, the workflow tells you to choose another bank transaction and build a new preview.
  • If the workflow already created an approval or export request, reopen that saved result and finish it instead of starting over.
  • Recovery should preserve the original vendor bill or payment outcome; do not try to force the same invoice through a new, separate request just to get a different result.

Recover from common failures

  • If the invoice is missing from the list, select Refresh and confirm the source data has been ingested.
  • If the bank transaction search returns nothing, try a different search term or page of results.
  • If the workflow says the preview no longer matches the selected bank line, choose another bank transaction and create a new preview.
  • If the page shows an error after a failed request, retry after the issue is fixed; the workflow is designed to avoid duplicate postings.
  • If the workflow is blocked by access, you need a workspace with the required reconciliation feature and connected Flexport and ERPNext sources.

Updated

Related guides

Reconcile Shopify payouts

Use the Shopify Payouts workflow to match one payout to the correct bank transaction, review the posting preview, and then approve the export. The preview is built from the payout’s actual balance transactions and the order details behind them, so you can confirm the accounting source before anything posts.

5 min readBusinessDistinguish refunds, returns and inventory disposal

Use this page to tell a paid refund from a physical return, inventory disposal, or a Flexport cost basis event. It explains when Finanly treats a refund as cash-only, when it waits for return evidence, and what to do when source data is missing or a row is blocked for review.

5 min readBusinessConfigure vendor matching rules

Use the Auto-match settings page to turn vendor auto-match on or off for Meta, Google, and PayPal in your business workspace. When a vendor is on, you can keep it in Dry run to review results first, or switch to Live for automatic posting when the exact match rules pass.

5 min readAdministrators
We can help

Still need a hand?

Tell us which workspace and page you were using, what you expected, and what happened. Include the time and any request reference shown on screen.

Keep passwords, access tokens and private bank details out of your message. Review screenshots before sharing them.

Contact supportSend a request to our team.A simple form, with a reference for follow-up.Check system statusSee current service availability and monitoring history.Individual connection health is shown in your workspace.