Merlin Automated Fee Payment Reconciliation
Every morning, WebRun opens Merlin Software, pulls the invoices still awaiting payment, checks Stripe for maintenance fee payments received since the last run, matches each payment to the right owner account by invoice reference, and logs a reconciliation report to Google Sheets with matches confirmed and any mismatches flagged for your finance team to review before posting.
How do I reconcile timeshare maintenance fee payments automatically?
Every morning, WebRun opens Merlin Software and pulls the invoices still awaiting payment, then checks Stripe for maintenance fee payments received since the last run and matches each one to the right invoice. It logs a Google Sheets reconciliation report with confirmed matches and any mismatches flagged, so your finance team reviews exceptions instead of checking every payment by hand.
- Payments get matched to owner accounts every morning, not at month end
- Finance reviews only the exceptions instead of every payment
- Nothing gets marked posted in Merlin Software without a human check
Built for timeshare finance teams · vacation ownership accounting · resort bookkeepers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
easymerlin.comin a real browser with your saved login - no setup, no API keys. -
1
Merlin Software - list invoices awaiting payment
easymerlin.com
WebRun opens Merlin Software to list invoices awaiting payment. - Open Merlin Software and pull the list of owner invoices still marked awaiting payment
- Capture the invoice reference, owner, and outstanding amount for each
- Note which invoices already had a payment attempt logged
Done when Every invoice awaiting payment is listed with its reference and outstanding amount.
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2
Stripe - match incoming fee payments
stripe.com
WebRun opens Stripe to match incoming fee payments. - Open Stripe and pull maintenance fee payments received since the last run
- Match each payment to an invoice reference captured from Merlin Software
- Flag any payment with no matching invoice or an amount that does not line up
Done when Every new payment is matched to an invoice or flagged as an exception.
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3
Google Sheets - log the reconciliation report
google.com
WebRun opens Google Sheets to log the reconciliation report. - Open the reconciliation tracker sheet
- Log each matched payment with owner, amount, and invoice reference
- List flagged exceptions separately for finance to review before anything is marked posted in Merlin Software
Done when Today's reconciliation report is logged with matches confirmed and exceptions flagged.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does it mark invoices as paid in Merlin Software on its own?
No. WebRun only builds the match list and flags exceptions. Your finance team applies the actual posting in Merlin Software after reviewing the report.
What happens to a payment it cannot match?
It lists the payment as a flagged exception with the amount and whatever reference it has, so finance can track it down by hand instead of it getting lost.
Can it handle a payment that does not match the invoice amount?
Yes. It still surfaces the payment, but flags it as an exception because the amount does not match the outstanding balance, so it gets a second look before posting.
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