If you’re seeing different numbers across reports, it can feel like something is missing or incorrect. In most cases, your data is accurate and the difference comes down to what each report is measuring. Not all reports track the same thing, which means some numbers won’t match 1:1—and that’s expected.
Below are the most common scenarios we see, along with why they happen and how to resolve them.
Scenario 1: Sales don’t match bank transfers
What you’re seeing: Your sales reports show higher totals than the deposits hitting your bank account. It feels like revenue is too high or that deposits are missing or incomplete.
Why this happens: Sales reports track all completed sales, while deposits reflect the credit card payments actually paid out to your bank. These are not calculated the same way. Three things typically drive the gap:
Prepaid liabilities (gift cards, vouchers, account credits): payment is collected upfront, but the sale is recorded when the item is redeemed — so the same dollar can appear in both places at different times
Deposit timing: payouts are batched and sent on a delay, not in real time, so recent sales may not have deposited yet
Processing fees: deposits reflect net amounts after fees are deducted, while sales reports show gross totals
Because of this, sales report totals will almost always appear higher than deposits.
What to do: For the most accurate view of what was actually deposited, use your Merchant Activity reports as your source of truth—not your sales reports
Go to Manage Business Settings → Payment Processing → click the three-dot menu to view and export Daily or Monthly Activity reports.
Scenario 2: Sales revenue looks inflated or double counted
What you’re seeing: Your reports look higher than expected, and it seems like totals are being counted twice—especially when vouchers, gift cards, or account balances are involved.
Why this happens: This usually comes from how different payment types are handled in sales reporting.
A sale is recorded when a service or product is completed, and the payment method used is tracked separately.
Payment types like gift cards, vouchers, or account credits are considered prepayments – When those prepaid amounts are redeemed, the sale is still recorded, but no new money is collected at that time.
This can make totals feel “inflated” or duplicated, especially when comparing sales to cash flow or deposits, even though each report is behaving as expected.
What to do: To get a clearer view of your sales totals, reduce your total sales amount by liability redemptions (payments made with Vouchers, Gift Cards, Account Credit and Prepaid Product Units).
Start by separating new money collected from prepaid value that was redeemed. The best way to do this is through the Payments & Refunds report, which breaks down transactions by payment method:
Go to Reports → Payments & Refunds.
Filter by Payment Method → and select redemption types: Voucher, Account Balance, Prepaid Product Units, Gift Card
Use the Transaction Amount column to total those redemption amounts for your date range.
Subtract the total redemption amount from your gross sales figure.
This gives you a sales total that reflects only non-liability activity for the period you're reviewing.
Scenario 3: Sales and payments don't match in the same report
What you’re seeing: The totals shown on your Sales Summary in the Sales Category and Payment Method sections don’t match. Since they appear side by side, it feels like they should balance—but they don’t.
Why this happens: Despite showing in the same report, these two sections are calculated differently and don’t always represent the same transactions.
There are two main reasons for this:
Partial payments: If an order is only partially paid, the amount of payments collected will appear in the Payment Methods, while the sale amount will not appear until the order is fully paid for and closed.
Account credit / gift card adjustments: Adjustments made to account credits or gift cards show under Payment Methods, but sales of “Account Credit Adjustments” are not reflected in the Sales Category.
Sales reporting tracks completed sales activity, while payment reporting tracks transaction-level movement, including certain adjustments. Even though these sections can appear together in the same report, they’re not expected to balance in all cases.
What to do: Start by identifying what you’re trying to reconcile to focus on the right data in the Sales Summary:
If you want to understand sales performance → reference Sales Category
If you want to understand payment activity → reference Payment Methods
If you’re expecting the two to match:
Check for partially paid orders in your date range
Be aware that account credit or gift card adjustments will only appear in Payments
For reconciliation, it’s best to compare like-for-like totals (sales vs sales, payments vs payments), and avoid directly balancing these two sections against each other.
Scenario 4: Sales aren’t broken down by payment type
What you’re seeing: Your sales reports don’t include breakdowns of how services or products were paid (e.g., card vs gift card vs account balance).
Why this happens: Boulevard separates sales data from payment data. Sales reports show what was sold, while the Payments & Refunds report tracks how transactions were paid. Because of this structure, sales reports cannot fully group or segment all sales by payment method—especially for liability types like account balance.
What to do: Use the right reports based on your goal:
To analyze what was sold → use Sales reports
To analyze how clients paid → use Payments & Refunds
Scenario 5: Numbers don’t match QuickBooks or accountant reports
What you’re seeing: Your Boulevard reports don’t match your external accounting system (like QuickBooks) or reports created by your accountant.
Why this happens: Boulevard is designed for operational reporting, while accounting systems are designed for financial reporting. Key differences include:
How revenue is recognized
How liabilities are handled
How costs and profit are calculated (COGS)
Timing of transactions and deposits
Because of this, totals between systems will often differ.
What to do: We recommend using Boulevard for sales and service performance, and day-to-day business insights, and using your accounting system for profit, expenses, and financial reconciliations. For the best experience when you’re comparing the two:
Align date ranges and transaction types
Compare similar metrics (net vs net, not gross vs net)
Expect some differences due to system design
Need more help?
If you’re unsure which report to use or how to reconcile your numbers, our Support team is happy to help. Reach out to our team and share:
The data and numbers you’re trying to find
The specific date or date range
The reports you’re comparing
A specific example transaction
We’ll review your case and work with you to resolve it and ensure your numbers are right.