Free template

Free contractor payment reconciliation template

Use this template to reconcile each contractor payout back to the approved amount and the job, event, trip, or project that created it.

Download reconciliation template CSV →When to replace the spreadsheet

Template preview

Contractor	Project / event	Approved amount	Payment reference	Payout status	Bank / provider amount	Variance	Reconciled	Reconciled date	Notes
Avery Example	Event 1042	850.00	PAY-1042-01	Paid	850.00	0.00	Yes	2026-09-08
Jordan Example	Tour 221	1200.00	PAY-221-03	Returned	0.00	-1200.00	No		Resolve return

How to use it

Reconcile from the approved payment record to the payout result and bank/provider record.
Keep failed and returned payments open until a replacement or resolution is complete.
Use a variance field even when you expect zero differences.
Preserve payment references so the period can be audited later.
Only mark the line reconciled when the payout and accounting treatment are resolved.

Useful for

Month-end contractor close
Event-level cost closeout
Cross-border payout review
Accounting handoff

Related resources

Contractor payment reconciliation software →How to reconcile contractor payments →Contractor job costing software →

Spreadsheets are useful until the handoffs become the work.

Kelvaro turns the same contractor, project, approval, payout, and reconciliation fields into a live operating workflow so your team does not have to keep synchronizing copies manually.

Try Kelvaro →