What is aggregator commission reconciliation?
It is the check that proves the orders recorded by a delivery aggregator match the sales your restaurant accepted, while the deductions on the statement match your contract and the money that reached your bank account.
Do not compare your full POS sales total with one payout. First isolate aggregator orders, then compare gross order value, commission, refunds, promotions, taxes or other stated adjustments, and net settlement.
A worked example — use your actual agreement
Suppose a weekly statement shows KES 50,000 in accepted orders. For illustration only, assume the signed agreement shows KES 10,000 commission and KES 1,500 in separately listed platform adjustments. The expected settlement is KES 38,500 (KES 50,000 − KES 10,000 − KES 1,500).
If KES 37,000 arrives, the unresolved difference is KES 1,500. Check the statement lines, cancelled orders, refunds and settlement date; do not silently change your sales figure to force it to match. The 20% illustration is not a market benchmark — use the rate and deductions in your own contract.
The statement-to-bank checklist
Reconcile one statement period at a time and keep the provider's statement with your working paper.
- Export or list every aggregator order ID, order date, gross value and status.
- Match accepted, cancelled, refunded and rejected orders to your POS record.
- Check the agreed commission rate or fixed fee against the statement, line by line.
- Separate customer discounts, platform-funded promotions, restaurant-funded promotions and refunds.
- Record taxes, delivery or service adjustments only as the statement and agreement describe them.
- Match the net settlement to the bank or M-Pesa account by value date and reference.
- Record an owner-approved explanation for any difference and carry unresolved items forward.
Keep sales, fees and payouts separate
The customer order is sales information. Commission is a cost of that channel. The bank credit is a settlement. Keeping three columns prevents an aggregator payout from looking like the restaurant sold less than it did.
Review aggregator performance using net contribution after food cost and channel fees. A busy channel is not automatically a profitable channel, and a fee should not be treated as a missing sale.
What to ask when the numbers do not match
Ask the provider for the order IDs and adjustment reason, then compare them with your own order history. If a payment is pending, label it pending rather than writing it off. Escalate repeated unexplained differences with the statement period, order IDs and settlement reference attached.
Key takeaways
- Reconcile aggregator orders and settlements separately from cash, M-Pesa and direct POS sales.
- Use the signed provider agreement, not an assumed industry commission rate.
- A worked reconciliation must show gross orders, each deduction and net settlement.
- Keep unresolved items visible until the provider or your records explain them.
How DineHQ gives you one place to review the difference
- Keep direct and channel sales visible in the same operating picture.
- Compare food cost and channel charges before calling a busy channel profitable.
- Use daily sales and payment reports as the source for your own order totals.
- Chat on WhatsApp if you want help mapping an aggregator statement to your workflow.
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