Marketplace reconciliation in Bihar
- Unit of workOne order
- Discrepancy types7 classified
- TCS credited toBihar GSTIN
- From₹1,999 per month
Marketplace reconciliation in Bihar starts where bank reconciliation stops. Bank reconciliation confirms that money recorded in your books actually arrived. Reconciliation of a marketplace payout asks the harder question: was the amount correct at all? To answer it, every order in the cycle is priced again from its selling value using the fee schedule that should apply to that listing, the packed weight that should decide its shipping slab, and the return record that should govern whether a refund was ever justified.
The differences are rarely deliberate. They come out of automated systems running at scale: a listing sitting in a category whose referral rate is higher than it should be, a parcel measured into a heavier weight slab than its dimensions justify, a customer refunded on an item that never came back, a unit lost inside a fulfilment centre and adjusted out of inventory without a reimbursement ever being credited. Individually each is small. Across 40,000 orders a year they separate a profitable catalogue from a puzzling one.
Sellers registered in Bihar also carry a tax layer inside the same settlement. Tax collected at source is credited against your Bihar GSTIN in GSTR-8 and has to be accepted on the portal before it reaches your cash ledger, and where stock sits in fulfilment centres in other states each additional registration is reconciled separately. For the national picture, see marketplace reconciliation services.
Order by order Small errors, large numbers
A referral fee two percentage points too high on a ₹899 product is ₹18 an order. On 40,000 orders it is ₹7.2 lakh, and it will never appear as a line item anywhere.
- Every order priced again from your own fee map
- Differences classified before they become claims
- Cases tracked to credit, not just filed and forgotten
Seven ways a payout comes up short
Each type has its own cause, its own evidence and its own claim route. Classifying correctly is what decides whether a case is credited or rejected.
| Type | What causes it | Evidence required | Recoverable |
|---|---|---|---|
| Short payment | Duplicated fee, seller-funded discount booked in error, reversal without a return | Order report and settlement line | Yes |
| Fee overcharge | Referral rate applied from the wrong category, closing fee from the wrong price band | Listing category and published fee schedule | Yes |
| Weight discrepancy | Parcel measured into a heavier slab than dimensions justify | Packed dimensions, product weight, shipping line | Yes |
| Unreimbursed inventory loss | Unit lost, damaged or disposed in the fulfilment centre with no credit | Inventory adjustment report and cost record | Yes |
| Refund without return | Customer refunded but the item never came back into stock | Refund record and return receipt (absent) | Often, under seller protection |
| Unauthorised promotion charge | Coupon or campaign funding charged for a promotion never opted into | Campaign authorisation records | Yes |
| Timing difference | Order settled in a later cycle than the one it belongs to | Order date and settlement cycle dates | No, but must be explained |
Practitioner insight (IncorpX reconciliation team)
In first audits across FY 2025-26, fee and weight errors together made up 58% of recoverable value, unreimbursed inventory loss 24%, and refunds without returns 11%. Timing differences were the largest count of items and almost none of the value, which is why counting discrepancies measures nothing useful on its own.
The twelve checks run on every cycle
Applied to each payout cycle on every channel, so an error introduced by a system change shows up after one cycle rather than one quarter.
- Order count in the settlement agreed to the order report
- Selling price per order agreed to the listing and invoice
- Referral fee re-computed at the correct category rate
- Closing fee checked against the applicable price band
- Shipping re-computed on actual and volumetric weight
- Storage and removal charges checked against stock held
- Advertising and promotion charges matched to authorised campaigns
- Every refund matched to a physical return receipt
- RTO orders confirmed as revenue-free with logistics attributed
- Inventory adjustments matched to reimbursement credits
- TCS in the settlement agreed to the GSTR-8 declaration
- Section 194-O deduction agreed to Form 26AS and AIS
The check that pays for the engagement
Listing category mapping is worth running before anything else. A single product family sitting in the wrong referral category quietly overcharges every order it ever generates, and keeps doing so until someone compares the listing to the published fee schedule. Fixing the category stops the leak; the claim recovers what has already gone.
Have one month of settlements audited free
We reconcile a recent payout cycle on one channel and show you the discrepancy register, classified by type with rupee values, before you commit to anything.
From difference to credit
Finding a discrepancy is the easy half. Recovery depends on category, evidence, timing and persistence, in that order.
Assign the claim category
The same rupee difference can be a fee dispute, a weight claim or a reimbursement case, and each goes to a different queue with different evidence rules. A correctly categorised claim gets credited; the same claim in the wrong queue is closed as invalid.
Assemble the evidence pack
Order identifier, settlement line, the computed benchmark figure, and the supporting record: packed dimensions for a weight claim, the inventory adjustment entry for a loss claim, the campaign authorisation for a promotion dispute.
File inside the window
Claim windows commonly run 30 to 90 days from the event or the settlement date, depending on platform and claim type. Cases are filed within the cycle in which the difference was found, so the window is never the reason a claim fails.
Track the case to an outcome
Each case is followed through the platform system until it is credited or formally rejected. Ageing cases are escalated rather than left open, and every case carries a status in your monthly claim tracker.
Review and re-submit rejections
Rejections frequently turn on missing evidence or the wrong claim category, both fixable. Where a rejection is correct, the reason is recorded so the case is not refiled and the underlying listing or packing issue is corrected instead.
Match credits back to claims
Recovered amounts usually arrive inside a later settlement cycle rather than as a separate transfer to your account in Bihar. Each credit is traced back to the case that produced it, so recovery is confirmed rather than inferred from a larger payout.
The two tax deductions in every settlement
Both are withheld before you are paid, both are credited to you elsewhere, and neither reconciles itself.
Tax collected at source. Under Section 52 of the CGST Act, 2017 the operator collects 0.5% of the net value of taxable supplies made through the platform, split 0.25% CGST and 0.25% SGST on supplies within Bihar or charged as 0.5% IGST on inter-state supplies. The rate has applied since 10 July 2024. The operator declares it in GSTR-8 by the 10th of the following month against your Bihar GSTIN, after which it sits under 'TDS and TCS credit received' until you accept it and it moves into your electronic cash ledger.
Tax deducted at source. Section 194-O requires the operator to deduct 0.1% of the gross amount of sales facilitated, in force since 1 October 2024. Because the base is gross rather than net, Form 26AS and the Annual Information Statement always exceed your bank credits, and the difference has to be explained from settlement data. The Income-tax Act, 2025 came into force on 1 April 2026 and carries the same obligation inside Section 393 from FY 2026-27, while FY 2025-26 remains under the 1961 Act. See GST return filing and business tax filing.
| Point of difference | TCS under GST | TDS under Section 194-O |
|---|---|---|
| Statute | Section 52, CGST Act, 2017 | Section 194-O, continued at Section 393 from FY 2026-27 |
| Current rate | 0.5% of net taxable supplies | 0.1% of gross sales |
| Declared by the operator in | GSTR-8, by the 10th | TDS return against your PAN |
| Visible to you in | TDS and TCS credit received | Form 26AS and AIS |
| Requires your action | Yes, acceptance moves it to the cash ledger | No, but it must be claimed in the return |
| Credited against | Your Bihar GSTIN | Your PAN |
| Reconciled against | Settlement deduction lines | Gross settlement value per platform |
The monthly pack
Six documents, each answering a question a seller can act on rather than a number they have to interpret.
Reconciliation statement
Per channel, showing gross order value, correctly computed deductions, the amount actually settled and the difference, with every figure traceable to a settlement line.
Discrepancy register
Every difference found in the month, classified into the seven categories, with its rupee value, the order it belongs to and the evidence reference.
Claim tracker
Cases filed, credited, rejected and pending, with ageing on open cases and the outcome of any re-submission from earlier months.
Tax verification summary
TCS in settlements against the GSTR-8 declaration on your Bihar GSTIN, and Section 194-O against Form 26AS and the Annual Information Statement.
Contribution by SKU
What each product leaves after fees, shipping, returns and RTO, available from the Reconciliation Pro plan and derived from the same order-level data.
Systemic findings note
Root causes rather than symptoms: a listing in the wrong fee category, a packaging size pushing parcels into a heavier slab, a return route generating repeat losses.
What you give us, once
Report-level access rather than account control, set up during onboarding and revocable by you at any time.
| Input | Why it is needed | How often |
|---|---|---|
| Report-level seller panel access | To pull settlement, order, return and inventory reports directly | Once, at onboarding |
| Product master with weights and dimensions | To re-compute shipping slabs and detect weight discrepancies | Once, then on catalogue changes |
| Category and fee agreement | To benchmark referral and closing fees against the correct rate | Once, then on rate revisions |
| Bank statements for payout accounts | To confirm settlements landed and in which cycle | Monthly |
| Campaign and promotion records | To verify advertising and coupon charges were authorised | Monthly |
| GST portal access | To agree TCS to GSTR-8 on the Bihar GSTIN | Monthly |
We never ask for your account password
Every major platform supports role-based user access, and that is what we request: permission to download reports and file cases, without control over pricing, listings, payout settings or bank details. You add the user from your own panel and can remove it at any time without affecting work already done.
Against the alternatives in Bihar
Tools find differences. People recover them. The gap between those two things is where the money is.
| Parameter | IncorpX reconciliation | Reconciliation software | In-house analyst | Commission-based agency |
|---|---|---|---|---|
| Order-level re-computation | Yes | Yes | Sometimes | Yes |
| Fee category benchmarking | Yes | Partly | Sometimes | Yes |
| Weight discrepancy detection | Yes | Partly | No | Yes |
| Evidence pack assembled | Yes | No | Sometimes | Yes |
| Claims filed on the platform | Yes | No | Yes | Yes |
| Rejections reviewed and re-submitted | Yes | No | Sometimes | Sometimes |
| Small recurring claims pursued | Yes | No | Sometimes | No |
| TCS and Section 194-O verified | Yes | No | Sometimes | No |
| Cost model | Fixed monthly fee | Licence fee | Salary | Share of recoveries |
| Typical monthly cost | ₹1,999 to ₹9,999 | ₹2,000 to ₹15,000 | ₹25,000 to ₹45,000 | 10% to 25% of recovery |
Reconciliation is often taken alongside the books rather than instead of them. To have the reconciled output posted straight into a ledger with monthly financial statements, see e-commerce accounting. If your books are simple and you mainly need a fixed monthly close, see monthly bookkeeping.
Reconciliation FAQs for sellers in Bihar
34 questions from seller conversations, covering discrepancy types, claim windows and evidence, TCS on your Bihar GSTIN, access, pricing and onboarding.
Find out what your payouts are missing
Talk to an IncorpX reconciliation specialist in Bihar for free. Order-level checking, evidence-backed claims and a fixed monthly fee with no share of what is recovered.
Nebin Binoy 
