Confirm the period and account
Start with the statement dates, business details and account identifier. Make sure the statement belongs to the location and processing arrangement you intend to review. Compare like periods when looking at a trend.
Match sales and adjustments
Locate the sales totals, refunds and other adjustments. Compare them with your own records for the same period. Keep a note of timing differences instead of assuming that every mismatch is a fee.
Separate charges from deposits
Find the fee section and the settlement or deposit section. Ask your provider whether fees are deducted before deposit or billed separately, and what timing applies to refunds and adjustments.
Keep a simple reconciliation sheet
Record the opening question, statement line, expected amount and explanation. Work through each difference until you can explain the relationship between your sales records and bank deposits. Avoid sharing full account or card details when asking for general help.
Review the unfamiliar lines
Use the agreement and fee schedule to identify a charge. Ask what it covers, how it is calculated and whether it is recurring. Retain the provider’s written explanation for the next statement review.