Aggregator payout reconciliation is the habit of proving that the money Swiggy and Zomato actually deposit in your bank matches the orders you fulfilled, after every deduction is accounted for. Skip it and small leakages, wrong commission slabs, missing refunds, unexplained adjustments, quietly eat your margin. This guide gives Indian restaurant owners a clear, repeatable method to reconcile delivery payouts and catch what does not add up.
Why the payout is never the order value
The amount that reaches your bank is your gross order value minus a stack of deductions. Understanding each layer is the whole game:
- Commission charged by the platform, usually a percentage of order value.
- Payment gateway and platform fees.
- Discounts you funded as part of a promotion.
- Customer refunds and cancellations adjusted against you.
- Taxes, including GST handled by the platform and any TDS deducted on the payout.
Because so many lines stack up, a payout that is 20-30% below gross is normal, but you should be able to explain every rupee of the gap, not just accept it.
The three numbers you reconcile
Reconciliation is really matching three sources: your own POS order records, the platform’s settlement or payout statement, and your actual bank credit. When all three agree, you are done. When they do not, the mismatch tells you where to look.
A step-by-step method
Step 1: Fix a period
Reconcile weekly rather than monthly. A week of orders is small enough to investigate line by line, and problems are still fresh with the platform’s support team.
Step 2: Pull all three reports
Export the payout statement from each platform’s partner dashboard, your POS sales for the same dates, and your bank statement. Line them up in one sheet.
Step 3: Match order counts first
Before touching money, confirm the number of orders matches. A count mismatch usually means an order was billed in your POS but not captured by the platform, or vice versa, and that is easier to fix than a rupee difference.
Step 4: Verify commission and deductions
Check that the commission percentage applied matches your signed agreement. Slab errors and promo charges you never agreed to are common. Confirm that every discount deducted was one you actually opted into.
Step 5: Trace the bank credit
Finally, tie the net figure on the payout statement to the exact amount credited to your bank on the settlement date. If TDS was deducted, confirm it later appears in your Form 26AS so you can claim the credit.
Handling the GST and TDS layers
Delivery platforms act as e-commerce operators, so GST on those supplies is handled by the platform, but you still record the sales in your books and keep the platform’s tax documents for your GST billing trail. Any TDS on payouts is credit against your income tax. Keep both straight, because they are different taxes under different laws. Where a rate or rule is involved, verify the current position on the official portals (gst.gov.in / incometax.gov.in) or with your CA.
Common leakages to watch
- Commission on the wrong base, for example charged before a discount is netted the way your contract states.
- Refunds debited twice or for orders that were actually delivered.
- Missing payouts for a settlement cycle that simply never arrived.
- Rate changes applied without notice.
Make it a system, not a chore
Reconciling by hand across dashboards and spreadsheets works, but it is slow and easy to abandon in a busy week. When your POS, delivery integration and finance reporting live in one place, the three-way match is largely automatic and you only investigate the exceptions it flags. That is the difference between knowing your margin and hoping it is fine. Confirm any tax treatment with your CA before relying on it.
Frequently asked questions
Why is my Swiggy or Zomato payout lower than my sales?
The payout is your gross order value minus commission, platform and gateway fees, funded discounts, refunds and applicable taxes. A 20-30% gap can be normal, but you should be able to explain each deduction against your agreement.
How often should I reconcile aggregator payouts?
Weekly. A week of orders is small enough to check line by line, and disputes are easier to raise with the platform while the data is recent.
What three things do I match in reconciliation?
Your POS order records, the platform’s payout statement, and your actual bank credit. When all three agree the cycle is reconciled; any mismatch shows you exactly where to investigate.
How do GST and TDS fit into the payout?
GST on delivery supplies is handled by the platform as an e-commerce operator, while any TDS deducted from your payout is credit against your income tax that should appear in Form 26AS. Keep both separate and confirm treatment with your CA.
