How a B2B PayFac eliminated manual reconciliation, replaced spreadsheet-driven daily operations with a straight-through settlement pipeline, and achieved full payment-to-settlement traceability across every processor – under one merchant identity.
A B2B PayFac (Payment Facilitator) managing sub-merchants across multiple acquirers had no unified view of merchant activity across processors. A single merchant operating on two rails existed as two separate entities in the system – different IDs, separate tables, no connection. When a payment couldn’t be traced to its settlement, the only resolution path was a manual database change through IT. Every exception became an engineering dependency.
The daily reconciliation process compounded the problem. PayFac and ACH (Automated Clearing House) submissions ran across multiple spreadsheets with manual reformatting and offline calculations. One error didn’t stay isolated – it cascaded silently across the entire daily run. At month-end, finance closed on estimates, not facts.
Three problems driving operational drag and financial opacity:
A merchant using both Worldpay and Airwallex exists as two separate entities – different IDs, separate tables, no connection. Correlating activity across processors requires manual effort every time.
Daily PayFac and ACH reconciliation ran across multiple spreadsheets, manual reformatting, and offline calculations – with no automated checks and balances. One error cascades silently across the entire run.
Tracing transactions back to settlements at month-end was entirely manual. Acquirer fee transfers to the FBO (For Benefit Of) account were not easily traceable, leaving finance working from estimates rather than facts.
A straight-through settlement engine built around one merchant identity across all processors.
A single Master Merchant ID is created at onboarding with any number of processors — Worldpay, Airwallex, Elavon, or others — attached beneath it. When a new processor is added, it links to the existing merchant ID rather than creating a separate entity. The same merchant never exists twice in the system. Processor-agnostic and merchant-agnostic from day one.
Incoming payment requests route through a scheduler to the correct processor automatically. Referral, parsing, adjustments, and aggregation run in-pipeline across four settlement types — NS, GN, CD, CB — configured per merchant. Processor-specific funding instructions generate automatically and submit via ACH or API, with full drill-back from any payment to its originating settlement instruction available at any point. Daily and monthly reconciliation runs without manual input. FBO account movements are tracked and traceable. Every transaction links end-to-end — from the original payment request to the final settled and reconciled amount.
A role-based operations interface deployed for settlement teams, finance managers, and operations heads.
One master merchant ID across all processors from day one. New processors attach to the existing merchant record — no duplicate entities, no manual mapping per source.
All processor activity – volumes, settlements, and funding – aggregates automatically at the merchant level. Cross-processor patterns visible instantly, without manual stitching.
Processor-specific funding instructions generate automatically per run. Full drill-back to the originating payment instruction available at any point in the chain.
Daily and monthly reconciliation runs automatically. FBO account movements fully traceable. Audit-ready reports without manual reconstruction.
Settlement operations have moved from being spreadsheet-dependent and manually assembled to pipeline-driven and fully traceable. Operations and finance now work from a single merchant view – with settlements that execute automatically, exceptions resolved without IT, and month-end that closes on facts.
A merchant using Worldpay, Airwallex, and Elavon appears as one entity. All activity rolls up under a single ID – cross-processor visibility that previously required manual assembly every time.
Every payment links directly to its settlement record and downstream ACH entry. Finance and operations drill back from any point in the chain – no reconstruction, no guesswork.
Monthly reconciliation is automated. Acquirer fee transfers to the FBO account are fully traceable. Finance closes on accurate numbers – not approximations built from disconnected sources.