Who this is for
Anyone who's the single point of failure for a process they've never documented, and wants it out of their head and into a followable doc.
The moment this saves you
Only I know how to do the monthly billing reconciliation, so I can never take a real vacation, but documenting it always loses to whatever's on fire that week.
See it work
Messy spoken thought in. A clean, structured artifact out.
Documenting the monthly billing reconciliation process so someone else can do it. First, export the transactions report from Stripe for the month, you go to the dashboard, reports, and pick the date range. Then download the invoices from our accounting tool for the same period. The tricky part, you match them by invoice number, and any that don't match go in a discrepancies tab, this is where most errors hide so go slow. Then for each discrepancy, check if it's a refund or a failed payment, those are the usual culprits. Once reconciled, you mark the month closed in the accounting tool and email finance a summary. The gotcha, never close the month until the discrepancies are zero, and watch for duplicate charges, they happen.
Process: Monthly billing reconciliation, June 5, 2026
Steps
- Export the month's transactions report from Stripe (Dashboard > Reports > date range)
- Download invoices from the accounting tool for the same period
- Match them by invoice number; put any that don't match in a discrepancies tab (most errors hide here, go slow)
- For each discrepancy, check if it's a refund or failed payment (the usual culprits)
- Once reconciled, mark the month closed in the accounting tool
- Email finance a summary
Gotchas
- Never close the month until discrepancies are zero
- Watch for duplicate charges, they happen
The workflow
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I'm going to talk through how I do a process, step by step. Turn it into a documented procedure: a bold "Process: [name], [today's date]" heading, then a bold **Steps** NUMBERED list following the order I describe, keeping specific tool names, menu paths, and my warnings in italics where I flag tricky parts. Then a bold **Gotchas** bullet list for the pitfalls and rules I call out. Keep every concrete detail. Don't invent steps or tools I didn't mention. Output only the process doc.
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Make it your own. This is a starting point. Once it's in Contextli, tweak the instructions so the output comes out exactly how you like it.
Your raw recording and transcription stay on your device, so you can always go back to the original.
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