Decision summary
Prove whether one observed transfer matches one issued invoice and whether that paid order can be tied to the delivery record.
This is a reconciliation reference, not a reusable payment instruction. Buyers who need to choose a network or prepare a transfer should use the USDT payment guide and the current signed invoice.
Record match, mismatch, or escalate with reviewer, timestamp, evidence, and next action. Do not mark an order paid from a screenshot or amount alone.
One-row reconciliation record
| Block | Fields to preserve | Control |
|---|---|---|
| Approved order | Order ID, quote version, approver, product/region scope, quantity, payable total. | The approval must point to the same quote version used to create the invoice. |
| Issued instruction | Asset, selected network, destination, exact amount, invoice issue and expiry timestamps. | Use the instruction captured for this order; never substitute a destination from an older order. |
| Observed transfer | TXID, sending source reference, network, destination, amount, observed timestamp, confirmation evidence. | A screenshot supplements the TXID record; it does not replace independently matching the transfer fields. |
| Decision | Match, mismatch, or escalate; reason; reviewer; decision timestamp; next action. | Keep the original values when correcting a record and append the correction rather than overwriting history. |
| Fulfillment link | Paid timestamp, delivery email, batch ID, delivery-note timestamp, claim or exception reference. | Close reconciliation only when finance can connect the transfer to the order and the order to its delivery or documented hold. |
Reconciliation sequence
Preserve the approved quote and exact issued invoice before comparing them with a transfer. Do not edit source values to make a mismatch appear resolved.
Match order ID, network, destination, exact amount, invoice window, and TXID evidence. Each field belongs in the same row.
Use match only when the required fields agree. Use mismatch for a known conflict and escalate when evidence is incomplete or ambiguous.
Connect the matched payment to paid timestamp, delivery email, batch ID, and delivery record. A payment match alone does not prove the buyer received or opened the note.
Record the reviewer and outcome. Carry unresolved exceptions into the support or claim record instead of silently marking the order complete.
Reconciliation mistakes
- Do not rely on a screenshot instead of a TXID when a TXID exists.
- Do not send funds to old wallet instructions.
- Do not split payment and delivery records across unrelated files.
- Do not overwrite the issued amount, network, or destination after a mismatch; append the correction and decision.
FAQ
What payment proof matters most?
TXID, network, amount, wallet instruction, timestamp, and quote reference matter most.
Why is network important?
The same asset on the wrong network can create matching problems.
Should buyers store payment records?
Yes. Payment records should connect to order, batch, and delivery records.
Where is the full guide?
Use the USDT payment guide and payment proof template.
Related pages
Trust context
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Last materially reviewed: 2026-09-01