How do I automatically match subscription payments to open invoices?

You store your credentials under “Global settings > Finance > Payment providers” and link the provider to a house bank. According to the weclapp help, finAPI, Tink, Qwist, Stripe, Klarna and PayPal are supported. All six can retrieve transactions. According to the help (as of 31.05.2024), only Tink and finAPI can execute payments. Whether the connection delivers individual payments or payouts from the provider, and with which date, is not described in the help. Ask weclapp support before you build on the automation; according to the help, inquiries about payment providers go exclusively there.

Two switches in the house bank control it: “Auto Sync” retrieves new bank statements every hour, “Process new transactions” recognizes incoming payments and matches them to invoices. The help (as of 31.05.2024) describes the connection of Stripe and Klarna as experimental and lists it as available only on request from support; the store listing for Stripe (07.10.2026) does not mention this restriction.

weclapp works in three steps. It identifies the customer via IBAN and BIC, otherwise via the name, which must match completely. Then it looks for an open item with a matching amount; a permitted cash discount is taken into account. In addition, it reads the payment reference and looks there for a sales order, invoice or credit note number as a reference.

According to the help, there is no match if several open items have the same amount, if the amount is lower because of an unjustified cash discount deduction, or if the payment arrives outside the discount period. Via the reference in the payment reference, weclapp only recognizes invoice numbers of six or more characters; give them to your customers as the payment reference.

Posting and clearing are two steps. If weclapp finds a personal or collective account, it posts the payment to the journal automatically according to the help, even without a matching open item. Check in the open items list whether the invoice appears as paid before a dunning run takes place (more on the page Automating dunning for subscription customers). The help names direct debit returns as automatically recognized cases; it does not describe chargebacks of card payments.

A fictional example for Germany (domestic case with 19% VAT; in Austria 20% and other rules apply); other rules also apply to small businesses, reverse charge or private customers in other EU countries. An app provider issues invoice RE-2026-0412 for an annual subscription: €1,000.00 net plus €190.00 VAT, together €1,190.00.

• Full payment: The customer transfers €1,190.00 and states the invoice number. Both are unambiguous, so weclapp matches and posts.
• Partial payment: If she first pays €600.00, weclapp does not match automatically according to the help, because the amount does not fit the open item; arithmetically, €590.00 remains open. The help does not describe the dunning level for partial payments; check this in the test tenant.
• Refund by bank transfer: If you refund pro rata on cancellation, you write a credit note for €238.00 (€200.00 net plus €38.00 VAT). If the invoice is paid, you can offset it against another invoice, create a payment for the credit note, or pay it in the payment run: online via a provider that can execute payments (according to the help as of 31.05.2024, Tink, finAPI), or as a SEPA or SWIFT file for your bank.
• Refund by card: If you collected by card, you usually refund in the payment tool and match the refund yourself: for negative amounts, the recognition looks for suppliers, not customers, according to the help. For prepayment invoices, the help describes a different route (cancel the invoice); whether that applies to your subscription model, you clarify with weclapp support. The credit note (here the correction document of the invoice issuer, not the self-billing credit note under § 14 (2) UStG) reduces the consideration. You correct the VAT for the period in which the change occurs; a business customer corrects their input VAT deduction (§ 17 (1) and (2) UStG).

How the invoices are created via API is described on the page Creating subscription invoices in bulk via API. This does not replace tax advice.

The weclapp help shows the direct route for an invoice with a fee: when clearing manually, you enter the payment amount and the fee, either via the dollar sign in the open items list or in the detail view of the bank statement. weclapp posts the difference to the fee account, by default “Incidental costs of monetary transactions”. Whether VAT applies to the fee is shown by your payment provider's statement; the classification is determined by your tax advisor (weclapp field “Tax rate fees”). According to the help, sales commissions (for example from marketplaces) cannot be mapped via the fee field.

When clearing manually, you record small discrepancies as payment tolerance. You set the limits yourself, and the tax must be corrected. A genuine overpayment is not a tolerance. If customers pay in a foreign currency, weclapp does not post currency differences by default according to the help (as of 12.12.2025); the function is mentioned there as planned.

If you bundle many payments through one provider, you can keep a clearing account per payment provider. Then time may pass between payment and payout, and the fee remains a separate expense. Whether you post this way and what it looks like in the chart of accounts is determined by your tax advisor. The scheme is on the page Reconciling payouts from payment providers.

This does not replace tax advice.

That depends on whether you pay tax on agreed or on collected consideration (§ 13 UStG; taxation on collected consideration exists under § 20 UStG only on application and under conditions). With collected consideration, the time of payment counts. But even with agreed consideration, the tax on an advance payment, for example for an annual subscription paid in advance, arises at the end of the advance return period in which you receive the payment, as long as the service has not yet been performed (§ 13 (1) no. 1 lit. a sentence 4 UStG). So you report it in that advance return, not spread over the term. Whether the receipt at the payment provider or at your bank counts as the time of payment, you agree with your tax advisor. At your request, according to the pricing page, they get free access to your weclapp. The handover of the postings is described under DATEV handover with weclapp. The sections apply to Germany; in Austria, other rules apply.

This does not replace tax advice.

There is no native weclapp standard for bulk payouts from a payment provider (weclapp documentation, checked on 11.10.2026). wals.pro uses Zahlungsabgleich 4 weclapp for this: it breaks bulk remittance advices, for example from Stripe, Mollie, PayPal or American Express, into individual payments and fees and can be extended with further advice sources.

This page matches individual payments to invoices; the sister page shows how to resolve a payment provider's bulk payout in your books using a clearing account.

Zahlungsabgleich 4 weclapp. The wals.pro product recognizes open items and bank transactions, checks them and posts them in weclapp. A five-stage scoring match rates every hit (amount, date, reference text, merchant name); unambiguous payments are posted, uncertain ones go to review. It breaks bulk remittance advices, for example from Stripe, Mollie, PayPal or American Express, into individual payments and fees and can be extended with further advice sources.

Matching in chat with wals.pro AI 4 weclapp. The matching tools look for open items that fit a bank transaction, show the rating and only apply a payment after preview and approval. They work per item; they are not described for splitting a bulk payout.

You will find the overview for subscription providers on the page Accounting for SaaS, apps and subscription businesses with weclapp.