Unexplained Deposit Differences
Bank deposits don't match card sales reports because gross and net settlements, refunds, fees, or timing have not been reconciled.
CPA & Accounting Firm Referral Partnerships
CPA Referral Partnerships for Accounting Firms That Understand Their Clients' Numbers
Accounting professionals see the financial side of payment processing that many business owners overlook: merchant fees, settlement deposits, refunds, chargebacks, and the difference between reported sales and cash received.
Valued Merchant Services explores CPA referral partnerships with qualifying accounting firms, bookkeeping companies, and financial advisory practices that want to connect interested business clients with payment processing reviews and practical merchant solutions.
The relationship starts with your professional insight, not a sales pitch. When a client needs help understanding payment costs or payment operations, VMS can be a resource through an approved referral process.
Referral compensation is subject to professional independence, permitted commissions, disclosure, confidentiality, and approved written terms.
Since 2006
Merchant services experience
50 States
Nationwide business reach
Client-First
Authorized, relevant introductions
Clear Roles
Accounting and processing remain separate
The accounting firm's referral opportunity
What Are CPA Referral Partnerships With a Merchant Services Provider?
CPA referral partnerships are approved arrangements through which eligible accounting firms introduce business clients to an outside provider for relevant services. With VMS, that may involve merchant processing expense reviews, payment acceptance technology, or another appropriate business solution.
The accountant continues providing accounting, bookkeeping, tax, or advisory services. Meanwhile, VMS evaluates merchant processing and payment technology needs within its role. Any permissible compensation, confidentiality procedures, client disclosures, and responsibilities must be established in writing.
Most importantly, a referral should respond to an actual client need, such as unexplained settlement differences, unclear processing expenses, outdated payment technology, or questions about payment acceptance. A client does not necessarily need a new processor to benefit from a review.
Practical accounting example
How CPA Referral Partnerships Can Begin With a Card Settlement Reconciliation Question
Gross card sales don't always equal the amount deposited into the business's checking account. Depending on the processor and contract, refunds, chargebacks, deducted fees, and settlement timing can affect the difference.
For example, the simplified illustration below shows a merchant's gross card activity and several deductions from the settlement pool.
Illustrative Monthly Card Settlement
Simplified example, not an actual merchant statement or accounting record
Gross card sales
$50,000
Less: card refunds
−$1,200
Less: chargeback principal
−$300
Less: processing fees deducted
−$900
Illustrative net proceeds
$47,600
What's the Accounting Lesson?
A $47,600 net settlement doesn't mean the business generated only $47,600 in gross card transactions. Instead, accountants need to identify gross card activity, refunds, disputed amounts, processing charges, cutoff timing, and any outstanding processor receivables or liabilities.
Depending on the facts, revenue, refunds, chargebacks, fees, and clearing accounts may require separate treatment rather than posting the net deposit as gross sales.
Illustration limitations:
This simplified example
assumes the listed
deductions apply
to the illustrated
settlement pool.
Real processors may
bill fees monthly,
debit fees separately,
apply reserves,
or settle transactions
across different dates.
Therefore, $47,600
is not necessarily
the amount deposited
during the same
calendar month.
Actual accounting treatment
depends on records,
accounting basis,
processing agreements,
recognition periods,
and applicable standards.
Issues accountants may identify
ISSUE 01
ISSUE 02
ISSUE 03
ISSUE 04
ISSUE 05
ISSUE 06
Six Merchant Processing Issues That Can Appear in a Client's Books
Accounting professionals don't have to sell processing services to recognize a question worth discussing. The following six issues may call for bookkeeping corrections, better documentation, or an authorized processing review.
Fees Without Clear Categories
Processor charges appear as one expense, making it difficult to distinguish interchange, assessments, processor markup, and other fees.
Processing Expenses Rising Faster Than Sales
Increased charges may reflect card mix, transaction size, disputes, pricing, or new services. Consequently, the numbers need context.
Duplicate or Unexpected Charges
Terminal fees, gateway charges, software subscriptions, PCI-related fees, and other items may appear across different statements.
Chargebacks and Refunds Misclassified
Disputed transactions, refunds, chargeback charges, reversals, and recoveries can require careful classification.
Clearing Accounts That Don't Reconcile
Repeated unexplained balances may arise from cutoff timing, missing settlements, incorrect postings, reserves, or incomplete records.
The CPA referral partnership opportunity:
If the client identifies
an actual merchant
processing question
beyond ordinary
bookkeeping work,
a separate review
may be useful.
However, the accountant
should first consider
whether professional
independence and
compensation rules
allow the proposed
relationship.
An analytical starting point, not a pricing quote
How to Calculate a Merchant's Effective Processing Fee Ratio
When a client questions payment processing costs, an accountant may start by comparing relevant processing expenses with the corresponding card transaction volume. The fee ratio provides context, but it does not reveal every component of pricing.
1.80%
ILLUSTRATIVE FEE-TO-VOLUME RATIO
The Basic Calculation
Divide applicable processing fees by the matching card sales volume, then multiply by 100.
$900 ÷ $50,000 × 100 = 1.80%
This is not a quoted VMS processing rate or a guaranteed savings estimate.
What an Effective Fee Ratio Does Not Tell You
Before drawing conclusions, compare corresponding periods and transaction activity. Then consider debit versus credit, card-present versus card-not-present payments, average ticket size, rewards and commercial cards, assessments, processor markup, gateway expenses, and fixed fees.
Moreover, a blended fee ratio isn't the same as the processor's markup over interchange. A competitor's advertised rate may not reflect the merchant's actual payment mix.
Good comparison practice:
Use the same
transaction scope
and comparable
time periods.
Clearly disclose
whether the calculation
includes equipment
rental, software subscriptions,
refunds, chargeback fees,
and nonprocessing charges.
A VMS statement
review can help
the client examine
actual terms and options.
Different accounting practices, different opportunities
CPA Referral Partnerships Across Four Types of Accounting Practices
The appropriate referral structure depends on the firm's services, client relationships, professional standards, and whether it performs attest engagements. A tax practice and a bookkeeping service may have different obligations.
CPA & Tax Practices
Accounting and tax engagements can reveal questions about processing expense classification, business costs, and payment reporting. However, professional commission restrictions must be evaluated. A relevant introduction might arise when a business owner independently requests a merchant expense review.
Bookkeeping & Reconciliation Firms
Bookkeepers may regularly reconcile processor deposits, investigate clearing differences, and categorize payment fees. As a result, they can identify client questions about statements, reporting, or payment technology.
Outsourced & Fractional CFO Firms
Financial advisers may review vendor spending, cash flow, operating margins, and growing transaction volumes. For example, a client might ask whether higher card volume changes its processing economics.
Accounting Technology Advisers
Firms implementing bookkeeping, ecommerce, and accounting systems may encounter payment data integration and reconciliation needs. Compatibility must be confirmed rather than assumed.
From accounting observation to client-requested help
When CPA Referral Partnerships Can Address a Real Client Need
Not every accounting discrepancy requires a new processor. Instead, a referral should help a client investigate an actual question and decide whether a separate payment services discussion makes sense.
The Cost Review
A restaurant owner asks why processing fees increased. The accountant examines available records and identifies relevant questions. If the owner requests a separate merchant pricing review, an authorized VMS introduction may be appropriate.
The New Location
A fractional CFO assists a retailer opening a second store. The expansion creates payment terminal, POS, settlement reporting, and merchant account questions worth evaluating.
The Reconciliation Problem
An accounting firm repeatedly encounters insufficient processor reporting. The client may request a review of available payment technologies or provider support, rather than immediately changing processors.
The Ecommerce Transition
A service business starts collecting online payments. Its accountant raises questions about fees, refunds, settlement records, and software reporting. VMS may discuss eligible gateway and payment options.
Independence comes first:
CPA referral partnerships
must be assessed
before compensation
is discussed or
accepted. A genuine
client need does
not override applicable
professional prohibitions.
Solutions behind the expense account
Help Clients Evaluate the Payment Systems Behind Their Financial Records
Merchant processing isn't only an expense line. The technology used to accept customer payments can influence transaction reports, reconciliation workflows, and settlement records.
VMS can discuss eligible merchant processing, POS, ecommerce gateways, virtual terminals, ACH, and mobile payment solutions. Any integration or reporting compatibility must be verified for the actual products involved.
Through appropriate CPA referral partnerships, clients can explore relevant options while accounting firms continue focusing on their independent professional services.
Accountants are not expected to underwrite merchant accounts, sell processing contracts, or provide payment equipment support under a standard referral-only arrangement.
Processing Statement Reviews
Merchant Accounts
POS Systems
Payment Terminals
Ecommerce Gateways
Virtual Terminals
Mobile Payments
ACH & Check Options
Gift & Loyalty Tools
Eligible Business Solutions
Protecting accounting independence and client trust
CPA Referral Partnerships Must Respect Independence, Confidentiality and Professional Standards
Accounting professionals hold sensitive financial information and occupy positions of trust. Not every firm or engagement can participate in a compensated referral. Eligibility must be evaluated before making payment arrangements.
Attest Independence and Commission Restrictions
AICPA standards can prohibit commissions in connection with certain audits, reviews, and compilation engagements. Other independence rules may apply. Each firm must evaluate the specific client, engagement, and applicable requirements before accepting compensation.
Disclosure and Professional Objectivity
Where a commission or referral fee is permitted, disclosure requirements may apply. Moreover, professionals should review conflicts of interest, objectivity, client consent, and potentially stricter state board rules.
Client and Tax Information Confidentiality
Tax returns, payroll records, bank details, accounting workpapers, and sensitive client statements should not automatically be shared for a referral. Federal and state rules may require particular authorizations.
Separation of Professional Duties
A processing introduction should not influence accounting judgments or create misleading claims about tax treatment, audit conclusions, guaranteed savings, or merchant approval. The roles remain distinct.
Why Attest Engagements Require Special Attention
Commission eligibility is not determined simply by whether someone calls themselves a CPA or accountant. The actual engagement, professional services performed, client status, timing, and proposed financial relationship can materially affect the result.
Consequently, VMS should not pay compensation when applicable professional rules prohibit it. An accounting firm may also choose to provide clients with educational resources without participating in a compensated relationship.
Professional reference:
The
AICPA
publishes professional
resources concerning
integrity, objectivity,
independence,
confidentiality,
conflicts of interest,
and commission disclosures.
Accounting firms should
consult the applicable
AICPA Code of
Professional Conduct,
state board rules,
engagement-specific
independence requirements,
and tax-information
confidentiality laws.
This reference
does not imply
AICPA endorsement
of VMS.
A deliberate, permission-based referral workflow
How CPA Referral Partnerships Could Work With VMS
The first step is determining whether a permissible professional relationship can be established. If it can, the approved program should keep accounting duties separate from merchant services activities.
01
Discuss Practice Fit
Review professional services, client types, attest engagements, and common payment-related questions.
02
Confirm Permitted Terms
Evaluate professional rules, restrictions, client confidentiality, disclosures, conflicts, and written procedures.
03
Make Approved Introductions
With appropriate authorization, introduce interested clients without sharing unnecessary accounting records.
04
Maintain Defined Roles
VMS handles agreed merchant activities. Any eligible reporting and compensation follow signed terms.
Compensation is conditional:
A written agreement
cannot override
a legal or
professional prohibition.
No commission is
promised or payable
where participation
is not permitted.
Business solutions experience since 2006
Your Clients Rely on Your Judgment. A Referral Should Respect That Trust.
Valued Merchant Services was founded in Idaho in 2006 and serves businesses nationwide with merchant processing, payment technology, and related solutions.
Led by co-founders Sean Ruppel, CEO, and Chris Del Grande, President, VMS emphasizes practical solutions, consultative service, and long-term merchant relationships.
We recognize that accountants may identify payment-related questions through ordinary professional work. Therefore, an appropriate introduction should help a client explore options without compromising professional judgment.
Explore the VMS Business Referral Partnerships program or learn about Payroll & HR Referral Partnerships .
Illustrative image, not an actual accounting firm partner photograph.
Common questions from accountants and financial advisers
CPA Referral Partnerships: Frequently Asked Questions
These answers address reconciliation, processing expenses, client introductions, professional independence, permitted commissions, and confidential accounting information.
What are CPA referral partnerships?
CPA referral partnerships are arrangements through which eligible accounting firms introduce clients to outside providers for relevant services. With VMS, this may involve payment processing reviews or merchant technology. Written terms and professional rules determine whether compensation is permissible.
Why don't net processor deposits always match gross card sales?
Settlement amounts may be affected by refunds, chargebacks, processing fees, reserves, adjustments, and timing differences. Sales reports, settlement information, and bank records should be reconciled according to the relevant facts.
How is a merchant's effective processing rate calculated?
One starting point is to divide relevant processing charges by the corresponding card volume, then multiply by 100. Comparable periods and fee definitions are essential. This does not independently establish processor markup or guaranteed savings.
Can bookkeeping firms refer merchant processing clients?
VMS considers qualifying bookkeeping firms. Bookkeepers may encounter questions about settlement differences, fees, or payment tools. Introductions should be client-authorized and consistent with relevant duties.
Can CPA firms receive recurring referral commissions?
Commissions may be permitted in some circumstances. However, particular attest engagements and professional standards can prohibit them. Disclosure and other requirements may also apply.
Can an auditor refer an attest client and receive compensation?
Independence and commission rules may prohibit receiving compensation for certain attest clients. The specific engagement, relevant periods, client relationship, and professional requirements must be evaluated. VMS should not pay prohibited commissions.
Is every processing fee increase evidence of excessive pricing?
No. Increases may reflect transaction volume, card mix, average ticket, payment channel, pricing terms, disputes, or ancillary fees. A meaningful review examines actual statements.
How should chargebacks be handled during reconciliation?
Chargeback principal, related charges, reversals, and recoveries should be distinguished according to the underlying transactions and applicable accounting requirements.
Are processor settlements the same as recorded revenue?
Not necessarily. Deposits are cash movements that may be net of adjustments. Revenue recognition depends on underlying sales, refunds, timing, accounting policies, and relevant standards.
Can an outsourced CFO firm review a client's processing costs?
Yes, within its permissible professional role. An outsourced CFO may examine merchant expenses and vendor spending. If the client requests separate processing guidance, an authorized referral may be considered.
Will changing processors fix a merchant clearing account?
Not automatically. Unreconciled balances may result from cutoff differences, omitted transactions, posting errors, reserves, or reporting issues. The actual cause should be identified first.
Can VMS help a client with ecommerce payment acceptance?
VMS can discuss eligible ecommerce gateways and payment acceptance options. Compatibility with a particular platform, accounting package, or integration requires verification.
Does a client need to replace an existing processor?
Not always. A statement review or discussion of payment options can begin without an immediate switch. Other solutions may require a provider change.
Can an accountant share tax returns or client bank statements with VMS?
Only when necessary and permitted with required authorization. Tax return information may have special federal restrictions. A standard introduction does not require tax returns or workpapers.
What should an accountant disclose about a referral fee?
Applicable CPA rules may require disclosure of commissions and referral fees when permitted. State board rules, conflicts, client circumstances, and professional standards should be considered.
Does the accountant have to become a payment processing salesperson?
No sales role is assumed in a referral-only discussion. An approved arrangement may focus on authorized introductions while VMS handles agreed merchant activities.
How is referral compensation established?
Where permitted, a written agreement may specify eligible one-time fees, ongoing revenue sharing, exclusions, qualification requirements, disclosures, and payment terms. Earnings are not guaranteed.
How can our accounting firm discuss a partnership with VMS?
Complete the inquiry form below or call 208-243-0818. Describe your services, client base, and common payment expense questions. The initial conversation creates no obligation.
Explore a professional accounting referral relationship
Let's Discuss CPA Referral Partnerships That Respect Your Clients and Professional Responsibilities
Whether your organization provides bookkeeping, tax services, business accounting, outsourced CFO support, or financial advisory services, we'd welcome a conversation about where appropriate merchant solutions may add value.
Start by telling us about your accounting services, business client base, and typical processing expense questions. Please don't submit tax returns, confidential workpapers, banking credentials, or other sensitive client records through the initial inquiry.
Form not displaying? Open the referral partnership inquiry directly.
Submitting an inquiry does not establish a referral agreement, determine professional commission eligibility, authorize sharing client records, or guarantee merchant savings or compensation.
Valued Merchant Services provides or facilitates merchant processing and business solutions subject to provider availability, eligibility, underwriting, approvals, and contractual terms. Accounting illustrations are simplified educational examples, not actual merchant statements or accounting advice. Gross sales, revenue recognition, fees, chargebacks, and settlement amounts must be evaluated according to actual merchant facts and applicable accounting standards. Certain CPA engagements and professional rules may prohibit commissions or require disclosures. Each participating professional is responsible for evaluating independence, conflicts, client confidentiality, tax-information restrictions, licensing, state board rules, and firm policies. Referral compensation, where permitted, requires an approved written agreement. Processing savings, merchant approval, and referral earnings are not guaranteed. No AICPA or state board endorsement is implied. This page does not constitute accounting, tax, legal, or professional ethics advice. Images are illustrative.