Operating checklist / September 3, 2026
A practical monthly reconciliation checklist for third-party delivery fees
A repeatable review process for regional restaurant groups operating 3–25 locations across DoorDash, Uber Eats, and Grubhub.
Why this matters
Make the monthly review traceable before it becomes urgent.
Delivery-platform records often arrive across different systems and time periods. A standard reconciliation routine gives operations and finance teams a shared way to retain the underlying records, identify items that need review, and decide what deserves a merchant-approved next step.
Monthly checklist
Six controls for a cleaner review queue.
- 01
Retain order-level records
Keep a consistent record for each delivery order: platform order reference, location, order total, event timestamps, payout detail, and the associated POS or order-management record when available. Preserve the original export alongside any working reconciliation file.
- 02
Compare payouts with order events
At month close, match payout lines to order events rather than reviewing aggregate totals alone. Use a shared reference field so the team can trace a fee, adjustment, or refund back to the underlying order without rebuilding the trail later.
- 03
Review adjustments, refunds, promotions, and cancellations
Create a focused exception queue for non-standard items. Note what the record shows, the related order event, the supporting documents available, and whether the item needs clarification from the location or finance team before any next step.
- 04
Preserve the supporting documentation
Store the records that explain the transaction in one reviewable place. Depending on the item, that may include order receipts, event history, packing or handoff documentation, internal notes, and the relevant payout export. Keep the original context intact.
- 05
Prioritize time-sensitive items
Review the oldest open items first and confirm the current platform process before acting. Terms, available documentation, and review windows can vary by platform, account, and issue type, so assign an owner and a clear next-review date instead of assuming a single deadline applies.
- 06
Obtain merchant approval before filing
Separate identification from action. Prepare a concise, evidence-backed summary for the merchant, confirm the proposed next step, and retain that approval with the record before a dispute or other platform communication is submitted.
Suggested close cadence
Keep the handoffs simple and repeatable.
- Export and retain the period’s order and payout records.
- Match orders to payout lines and isolate exceptions.
- Collect missing location or finance documentation.
- Review time-sensitive items and merchant-approved next steps.
Operational boundary
A checklist supports review; it does not decide an outcome.
This checklist is operational information for organizing a monthly review. It does not guarantee recovery or any particular result. Platform terms, documentation requirements, and time windows vary, and the merchant should confirm the appropriate process before submitting any dispute or request.