Why this matters
Without monitoring, ad charges appear as unexpected debits and invoices fall out of sync with spend reports.
Step-by-step instructions
1
Enable invoice emails
Google and Meta both send PDF invoices if enabled in billing settings.
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2
Forward invoices to finance
Use a shared alias such as finance@yourdomain.
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3
Create monthly reconciliation sheet
Platform, invoice number, spend, VAT, matching card charge.
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4
Schedule weekly check
Finance or ops reviews balance vs. spend every Monday.
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5
Escalate anomalies
Any >10% variance between card debit and invoice is investigated same day.
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Pro tips
- Tag ad charges in accounting software for clean reporting.
- Keep 90 days of PDFs archived.
- Share the reconciliation template across clients.
Common mistakes
- Relying on card statements alone - no VAT detail.
- Ignoring small variances that compound.
- No owner for reconciliation.
What happens next
Finance has full control and zero surprise ad charges.