Reconcile cash takings against reported revenue
Match cash revenue from your POS against armored carrier deposits (Brink's, Loomis) and bank receipts. Variances, float levels and timing gaps handled automatically.
Introduction
In retail and food service, a significant share of revenue still flows through cash. The chain is long: teams collect payments, the float is maintained, surplus goes to the safe, then the armored carrier (Brink's or Loomis) picks up on a contracted schedule, and funds land in the bank two to three days later. At each step, gaps can appear: counting errors, theft, incorrect float replenishment, delayed pickups. Today, the check is done manually, often by an intern, once a week or every ten days. At that pace, teams no longer remember the variances and the deterrent effect disappears. Phacet automates two levels of control. Daily: the POS software balance is compared to the balance declared by the site team, with next-day alerts. Monthly: total cash revenue is matched against bank receipts via carrier, with timing gap and float management.
When to use this Phacet
Built for site controllers, finance managers and CFOs at multi-site businesses who want to:
- Compare the POS software cash balance against the amount declared by the site team every day.
- Detect cash variances before they compound over several weeks.
- Match total cash revenue against bank receipts via Brink's or Loomis every month.
- Create a theft deterrent through automatic daily cash controls.
AI skills involved
Normalize formats, names and amounts across all your sources
Every tool exports differently - dates in three formats, amounts with commas or dots, supplier names in inconsistent casing, currencies without symbols. Phacet normalizes everything before processing so every comparison is accurate, regardless of where the data came from.
Validate every line against your rules, thresholds and references
Define your rules once - negotiated prices, spending caps, expense policy, contract conditions, approval thresholds - and Phacet applies them to every single row, every time. Every discrepancy is flagged with the exact reason, ready for review.
Spot duplicates, outliers and suspicious patterns in your data
Phacet scans your full dataset to surface what shouldn't be there - duplicate payments, abnormal amounts, unknown suppliers, unusual timing patterns, RIB changes. It catches what rules alone can't predict, without requiring you to define every possible scenario upfront.
Get notified on what matters and share results without manual work
Phacet sends alerts the moment a threshold is crossed or an anomaly is detected by email, Slack or in-app. It also generates summaries, dashboards and structured exports ready to send to your ERP, your team or your management. Results reach the right people at the right time, automatically.
Business impact
No more cash discrepancies going unnoticed.
Daily monitoring replaces manual weekly checks. Teams know every discrepancy will be detected the next day. Small amounts of missing cash that previously accumulated into thousands of euros per year are identified immediately.
Monthly reconciliation of cash revenue vs. bank statements in minutes.
Timing gaps related to armored transport schedules and maintained cash float are handled automatically. No more manually reconstructing what was collected and when.
A control system that scales across all your locations.
Whether you have 5 or 50 locations, the same control runs every day. The agent produces a consolidated report per site, with discrepancies ranked by amount.
Integrated with everything
Marie-Celine Kauff, Head of Finance, The French Bastards
Today, I can tell in two seconds whether we have ten overdue invoices or a hundred.
Steps to get Started
Connect your data sources.
Import your daily POS exports (Z report with cash breakdown) and your bank statements. Enter each site’s cash float amount and the armored transport collection schedule.
The AI reconciles cash flows.
Control 1 (daily): Phacet compares the cash balance reported by the POS system with the cash declared by on-site teams.
Control 2 (monthly): monthly cash revenue is reconciled with bank deposits collected via armored transport, accounting for timing differences.
Discrepancies are identified and categorized.
Each discrepancy is isolated with its likely cause: counting error, incorrect cash float reconstruction, delayed collection, or missing amount. Discrepancies are categorized by site and by amount.
Alerts and validation.
Get alerted as soon as a discrepancy exceeds your threshold (0.5% recommended). Review, comment, and export the report for your auditors. The full history is retained.
Unlock your AI potential
Do more with your existing resources using tailored AI solutions.
Frequently Asked Questions
Daily POS exports with payment-method breakdown (Z report) and bank statements in CSV format or via API.
You enter the collection schedule (weekly, biweekly, etc.) and the settlement delay (T+2, T+3). The agent reconciles collections with deposits while accounting for these delays. Amounts in transit at the end of the month are isolated.
Marie-Celine recommends 0.5% of cash revenue. Above that, the agent triggers an alert and the site must investigate. The threshold can be configured per site.
