Reconciling $1.2 billion+ a year in restaurant payments with Rebase.

A restaurant technology and payments company serves thousands of restaurants through its point-of-sale, ordering and restaurant management platform. Its payments business processes more than $1.2 billion annually, with volume continuing to grow. Behind each day's restaurant sales is a finance workload that spans multiple transaction and payment systems.

The company already closes its books in three days. Its next challenge is the recurring work behind those numbers: reconciling a growing stream of payments, processing supplier invoices manually and keeping advances and accruals accurate. Several local finance teams operate with just one or two accountants, leaving little spare capacity for investigation and follow-up.

Rebase is working with the company on payment reconciliation and core finance operations. The engagement brings together Rebase Agents for data preparation, reconciliation and investigation on one platform. The aim is to give accountants the records, explanations and prepared work they need to resolve exceptions, while building a clearer financial picture for leadership.

The payments business creates a different reconciliation problem from software subscriptions. Every day brings a large new stream of transactions across multiple systems. Finance needs to establish how those transactions relate to settlement records, explain differences and determine what remains outstanding. An unresolved item carries forward while the next day's activity adds another set of records to reconcile.

Payment reconciliation also requires more than comparing totals. Transactions may be grouped into settlement batches, while fees, refunds and timing affect the amount expected. A difference needs an explanation: which underlying records belong together, which deductions are supported and whether an item is still waiting to settle. At more than $100 million in monthly payments, repeating that investigation manually is a substantial operating burden.

The wider finance team faces a second set of recurring problems. Supplier invoices are processed manually across small teams. Supplier advances need matching and follow-up. Accruals can be missed, while old or unused accruals remain on the balance sheet. Each requires an accountant to find the supporting records, understand what happened and decide whether action is needed.

These demands sit alongside an ERP and billing migration. Connecting the wider finance workflow to systems about to change would create rework. The payment systems sit outside that migration, giving the company a practical starting point for reconciliation automation while the core finance transformation continues.

The initial focus is the payment-finance workload. Rebase's approach is to bring transaction records, provider reports and settlement evidence into a shared financial context, then use Rebase Agents to prepare matches, investigate differences and assemble supporting workpapers. The reconciliation follows the company's actual payment flows, identifiers, fee treatment and settlement timing.

This work provides a foundation for the next phase: applying the same platform to invoice processing, supplier advances, accruals and close preparation. Each workflow carries its source records and review history forward, so finance can build on earlier work instead of reconstructing the evidence for every question.

In the payment workflow, Rebase Agents prepare the relationship between individual transactions and settlement batches, compare gross activity with documented fees and refunds, and calculate the expected net amount. Relevant bank evidence can then support the settlement check. The workpaper preserves the underlying transaction detail so the reviewer can inspect the basis of a proposed match.

For an unresolved difference, the investigation brings together what was expected, what was recorded and what remains unexplained. A settlement within its expected timing window needs different treatment from an overdue item. A missing fee record needs different follow-up from a refund recorded in another period. Rebase Agents organise that evidence around the specific transaction or batch.

Finance retains the decision on unresolved items and accounting treatment. The intended shift is to spend more time resolving a defined question, with its evidence already assembled, and less time finding and comparing the records that establish the question in the first place.

The planned next phase addresses the recurring work carried by the company's small finance teams. AP volume is manageable; the burden comes from manual handling. Rebase Agents would gather invoices received by email, extract and validate the relevant information, and prepare accounting entries with supporting documents for manager approval.

Keeping advances and accruals under review

For balance-sheet reconciliation, the priorities are specific: match supplier advances against the relevant invoices, surface advances that still need follow-up, flag potentially missing accruals and identify old accrual balances requiring review. Rebase Agents would prepare the supporting records and proposed treatment, giving accountants a clear basis for deciding what to retain, apply or release.

That work can carry into close management through prepared reconciliations, outstanding-item tracking and evidence attached to each review. For a team already closing in three days, the value is more capacity and better-supported balances throughout the month.

The CFO's broader priority is cash forecasting. Payment reconciliation and stronger core finance operations create the foundation: a clearer view of settled and outstanding payment activity, supplier obligations, advances and accruals. Bringing these records together would give leadership better-supported inputs for cash planning.

The ambition extends across the finance function. As payment volume grows, Rebase Agents can take on more of the recurring preparation and investigation, while accountants and finance leaders apply judgment. Payment reconciliation is the starting point for a finance operation that understands what has happened, what remains unresolved and what needs attention next.