EveryBooks / Industries / Financial institutions / Fee reconciliation
Financial institutions
Fee reconciliation
Agents recalculate what should have been charged from the agreement terms, compare it against what was charged, and hand your team a short list of real differences with the evidence attached.
Who this is for. Finance or revenue assurance lead, product controller, or the operations manager who owns a fee schedule.
The problem today
Fee arrangements are individually negotiated, held in documents, and applied by systems that were configured at a different time. Checking that the two agree is slow enough that most institutions sample instead.
Sampling finds the systemic errors eventually and the individual ones almost never. The leakage is invisible by construction, and when a counterparty raises a dispute the institution is reconstructing history to answer it.
What we deliver
Agreement terms as a record
Rates, tiers, minimums, waivers and effective dates extracted from the agreements and held as structured data, so the terms can be read by something other than a person.
Independent recalculation
Fees recalculated from the terms and the underlying activity, independently of the system that charged them.
Every period, not a sample
Full population testing each period, because the marginal cost of checking everything stops being the obstacle once the agent is doing it.
Differences explained, not just listed
Each difference comes with the term it breaches, the calculation both ways and the transactions involved. Your team decides what to do, with the evidence already assembled.
Pattern detection across differences
A misconfigured product shows up as many small differences with the same shape. The agent groups them so the root cause is visible instead of the symptoms.
Dispute support on demand
When a counterparty queries a charge, the calculation and its inputs are already recorded.
What agents do, and what your team approves
What the agents do
Agents read the agreements, recalculate the fees, test the full population, group the differences by probable cause and assemble the evidence.
What they never do
No adjustment, credit or rebill happens without a named person approving it. The agent produces a finding, your team makes the decision.
Systems we work with
- Excel
- Salesforce
- AWS
- Power BI
From past work
What we have built
Fee and billing reconciliation is work we have automated inside client systems, including cases where full population testing surfaced configuration errors that sampling had been missing for several periods.
Questions we get
Our agreements are not standardized. Does that break this?
It makes the first phase longer and it does not break it. Non-standard agreements are the reason manual checking fails, so they are the reason to do this. We extract the terms from the documents you have rather than requiring you to restructure them first.
How do you handle genuine judgment in a fee term?
We encode the part that is mechanical and flag the part that is not. A term that genuinely requires interpretation is routed to a person every period, and we say so explicitly rather than hiding an assumption inside a calculation.
Will this find money?
Often, in both directions, and we are careful not to promise an amount before testing. Expect some of the findings to be in the counterparty's favor. Institutions that only chase the favorable findings tend to lose the argument later.
Can it run against historical periods?
Yes, subject to the data being available. Testing a few closed periods is also the fastest way to find out whether this is worth doing prospectively.
Related
- Document intake and validationDocuments are read, checked and routed without being re-keyed.
- Onboarding and know your business checksOnboarding checks are prepared in full so the analyst decides faster.
- Revenue analyticsOne trusted view of revenue, growth and retention.
- All Financial institutions workOperations teams re-key documents and check fees by hand because the alternatives all involved sending data somewhere else.
- How we workRead the books, design for agents, ship them, train your operators, then run and improve.