Overview
The Reconciliation center collects historical records with missing or divergent links across charges, CRM orders, and commerce events. The automatic scan suggests relationships only from exact identity; similar names, values, or dates never join sales.
Besides confirming a sale counterpart, Fix the sale customer and links aligns the contact, organization, deal and, when requested, the conversation, owner, and affiliate across the complete graph. It neither imports money nor changes amount, status, settlement, dates, or gateway identifiers. A new contact is only proposed in preview and is created after final confirmation.
Prerequisites
- The Sales recovery module must be enabled for the account.
- You need Commerce management permission.
- Connected integrations and historical imports must already have brought in the records to review.
Step by step
- Open Sales recovery in the commercial menu and choose Reconciliation.
- Select Run scan. The analysis is queued and can take a moment for an account with extensive history.
- Refresh the list and filter by state, source type, reason, or source ID. Each row combines the available customer, email/phone, organization, deal, owner or creator, affiliate, conversation, and primary source facts. Protected fields may be masked or omitted according to your role.
- Open a pending item. Use Link only when the suggestion has the same gateway source and external ID.
- When the customer is missing or divergent, choose Fix the sale customer and links from the queue row, charge, order, or event. Select an existing contact or propose a new one with a name and an email, phone, or document. Also decide how to handle an incompatible conversation.
- Review the complete preview: reached records, changes, conflicts, historical projections, and credit/commission impact. Confirm attribution impact when present and apply. If any record changes between preview and confirmation, the entire operation is refused and must be reviewed again.
- Confirm the link. The queue records the decision, operator, and time.
- If the record is not a sale for this account, choose Ignore and add a reason when useful.
- Use Undo if the decision must be reversed. The platform reverses it only when the link is still exactly as recorded, so it never overwrites a newer change.
Settings & options
- Pending: requires human review.
- Linked: the relationship between existing records was confirmed.
- Ignored: the account decided the item must not return to the queue. For charges, this is also honored by future imports and webhooks.
- Duplicate: reserved for consolidating equivalent records.
- Bulk actions: actionable selected items can be ignored or undone. Select every actionable item in these filters sweeps every page, skips decisions that cannot be bulk-mutated, and honors the 500-item limit. Every failed item is reported; a mixed selection is never presented as complete success.
- Filters and sorting: remain in the page URL so the same view can be resumed or shared.
- Sale graph correction: runs in one transaction. Either charge, order, and recovery are aligned or nothing changes. Missing historical projections remain internal and send no message, automation, or external conversion. On success, every still-pending queue row for the reached records is closed; a later scan also closes a previously reported issue that is already healed.
Use cases
- An imported Asaas charge already has an old order with the same payment ID.
- A historic Hotmart or Kiwify event arrived before its matching order.
- A test charge, another company's charge, or a non-sale record should stay out of future scans.
Tips, limits & best practices
- Always confirm gateway + external ID. Similar names, emails, dates, or amounts are not proof that two sales are the same.
- Automatic correction never fuzzy-matches contacts or organizations. When no exact customer match exists, make an explicit manual choice in preview.
- Use Fix customer and links for associations. Correct amount, status, settlement, or gateway identity through the financial operation or source system; those facts remain immutable here.
- Review pending items before ignoring them in bulk. Ignored charges do not return until an explicit undo.
- Reconciliation creates neither revenue nor commission. It uses the existing canonical keys so reports and credits are not counted twice.
Troubleshooting
- The queue is empty: run a scan, wait for it to finish, and check active filters.
- There is no link suggestion: no exact counterpart exists. Keep the item pending or correct/sync its source.
- I cannot undo: an operator or integration changed the link after your decision. Review the history instead of overwriting that newer change.
- Correction was blocked by a conflict: the same external identity points to multiple charges or orders, or a conversation is incompatible. Resolve the indicated duplicate and create a new preview; nothing changed.
- The preview became stale: a record changed before confirmation. Open correction again and review the new impact.
- An ignored charge does not return: this is expected. Undo the decision in the queue before a new import or scan.
- I cannot see Reconciliation: verify module enablement and Commerce management permission.