Telecommunications case study Ongoing

One controlled flow for digital payment reconciliation

A telecommunications payments operation moved from manual matching and email approvals to an automated, traceable platform.

Follow the workflow
  • Automated
    Reconciliation

    Reconciliation and journal posting, replacing manual spreadsheet matching

  • 4
    Approval levels

    Approval workflow enforced end-to-end in the platform

  • Ongoing
    In operation

    In continuous operational use, with active monitoring and maintenance

The shift

From manual matching to an accountable operating flow

Reconciling digital money balances across multiple payment providers meant manual, spreadsheet-driven matching against finance records — slow, error-prone, and disconnected from monthly tax and journaling.

We built a configurable, multi-tier approval workflow directly into the platform — supervisor through treasury sign-off — replacing an email-and-spreadsheet trail. New payment providers onboard through the same adapter pattern, no core rewrite needed.

Operational outcome

The platform matches provider transaction data against internal records, generates GL journal entries for disbursement and top-up adjustments, and produces scheduled reconciliation reports — cutting manual steps from the monthly close.

Automated reconciliation

Provider transactions are matched against internal finance records without spreadsheet-driven checking.

Controlled approvals

Supervisor-to-treasury sign-off now happens in one traceable, role-based workflow.

Provider-ready integration

New payment providers connect through reusable adapters instead of requiring a core-system rewrite.

Engagement status
Ongoing
Delivery team
  • Solution Architect
  • Backend Developer
  • Frontend Developer
  • Project Manager
  • Business Analyst

Client, provider, and internal system names remain confidential.

How it works

One request, one visible path to completion

Every stage stays inside the same workflow, giving the operating team a clear handoff, an auditable decision trail, and a consistent result.

Step 1 of 4

Submit

A program, top-up, or deduction request starts in the web application.

Requests started in email, with a spreadsheet attached.

New request Web application
Request type

Choose a type, then submit.

Requests by email Spreadsheet attached
  • Re: Top-up request Request.xlsx
  • Fwd: Deduction request Request.xlsx
  • Re: Program change Request.xlsx

Illustrative, not client data

Step 2 of 4

Approve

The request moves through four role-based approval levels, from supervisor to treasury.

Approvals followed an email-and-spreadsheet trail, so who signed off was hard to see.

  • Four role-based levels
  • Configurable workflow
  • Audit trail
Approval workflow Role-based
  1. Supervisor
  2. Manager
  3. Finance
  4. Treasury

Waiting for Supervisor.

Approval by email No single record
  • Forwarded to Supervisor Request.xlsx
  • Forwarded to Manager Request.xlsx
  • Forwarded to Finance Request.xlsx
  • Forwarded to Treasury Request.xlsx

Illustrative, not client data

Step 3 of 4

Reconcile

The platform matches provider activity with internal records and flags the result.

Provider balances were matched against finance records by hand, in spreadsheets — slow and error-prone.

  • Provider adapters
  • Flags differences
Provider vs internal records Auto-matched
  • Top-up 1,000 Top-up 1,000 Matched
  • Disbursement 2,400 Disbursement 2,400 Matched
  • Deduction 350 Deduction 350 Matched
  • Top-up 800 Top-up 780 Flagged
Spreadsheet matching Checked by eye
Type Provider Finance
Top-up 1,000 1,000
Disbursement 2,400 2,400
Deduction 350 350
Top-up 800 780

Row by row, one record at a time.

Illustrative, not client data

Step 4 of 4

Post & report

Journal adjustments and scheduled reconciliation reports support the monthly close.

Journaling and monthly tax work stayed disconnected from the matching step.

  • GL journal entries
  • Scheduled reports
Journal & reporting From matched results
  • Deduction Journal Posted
  • Top-up adjustment Posted
  • Reconciliation report Scheduled
Month-end close Separate steps
Journaling Prepared by hand
Tax & reports Prepared separately

Not connected to the matching step.

Illustrative, not client data

Technical architecture

See how the experience, application, integration, and data layers support the workflow.

Operations Web Application
Role-based approval workflow
Supervisor Manager Finance Treasury
Application layer Custom-built

Frontend

OutSystems

Operational screens
  • Program Console
  • Top-Up Console
  • Deduction Console
  • Approval Queue
  • Reconciliation Dashboard
  • Reporting & Scheduler
  • System Admin
  • Audit Trail

Backend services

Java, Spring Boot

Core capabilities
  • Program lifecycle
  • Top-up & deduction
  • Approval orchestration
  • Transaction matching
  • Journal preparation
  • Scheduled reporting

Database

PostgreSQL

Transactions, workflow, audit

Integration gateway

Kong

Routing, security, adapters

Payment providers

External systems

Pluggable provider connections

A new provider is added as an adapter behind the integration gateway—without rewriting the application core.

Where does reconciliation slow your team down?

Tell us where manual matching, approvals, or provider integrations create friction. We'll help map a practical path forward.

Discuss your workflow