This guide details how to reconcile your monthly Astra invoice and the daily debit batch amounts for interchange and network pass-through fees.

Reconcile your monthly invoice

Your monthly Astra invoice is broken into five sections: User Fees, Transfer Fees, Platform Fees, Other Fees, and Passthrough Fees. Each section draws on different data, so you'll use a different report (or your service agreement) to verify each one. This guide walks through each section and shows you how to trace the invoice total back to the underlying activity.

What you'll need

• Your monthly invoice (PDF)

• Your Astra service agreement or pricing schedule (Schedule A)

• Your own records of user registrations and KYC/KYB profile creation, for the invoice's service period

• Transaction Report or Debit Transfer Activity Report, generated for the invoice's service period

• Chargeback Report and ACH Returns Report, generated for the invoice's service period

• Transactions Overview Report if your program receives it via S3

Invoice structure at a glance

User Fees

User Fees cover the per-user charges for onboarding activity: user pre-registration, and KYC or KYB profile creation if Astra performs identity verification on your behalf. Astra doesn't currently offer a dashboard report for this section, so you reconcile it against your own records of onboarding activity for the service period — specifically, the number of user registration attempts, Personal User (KYC) profiles, and Business User (KYB) profiles your program created through the Astra API.

Example invoice:

Transfer Fees

Transfer Fees cover per-transaction charges for ACH Same Day, ACH Next Day, AFT, and OCT transfers. Astra prices these fees in volume tiers, and each transfer type fills its own tier independently — pricing isn't based on your aggregate transaction count across types. The section is subject to a monthly minimum: if your calculated subtotal falls below the contracted minimum, Astra bills the minimum instead.

To reconcile this section:

1. Generate a Debit Transfer Activity Report (or Transaction Report) for the invoice's service period.

2. Group the report by transfer type — ACH Same Day, ACH Next Day, AFT, and OCT — using the route_step field (Debit Transfer Activity Report) or line_item field (Transaction Report).

3. Count the rows in each group. These counts should match the Quantity column on the invoice for each tier.

4. Multiply each count by the invoice's Cost per Unit to confirm the Total Cost for each line item.

5. Sum the line items to get the calculated subtotal, and compare it to the invoice's monthly minimum.

   • If the calculated subtotal is higher than the monthly minimum, the invoice bills the calculated subtotal.

   • If the calculated subtotal is lower than the monthly minimum, the invoice bills the monthly minimum instead, and the Transfer Fees Subtotal won't match your line-item sum.

Note: Per the sample Schedule A, the Transfer Fees monthly minimum applies specifically to transfer counts (ACH, AFT, OCT). Card authorizations, Chargebacks, ACH Returns are billed separately under Other Fees and aren't included in this minimum.

Example invoice (Tier: 1 to 10,000 transactions):

In this example, the calculated subtotal ($2,205.00) is below the monthly minimum ($2,500.00), so Astra bills the $2,500.00 minimum. The individual line items still reconcile against your report counts — only the section subtotal reflects the minimum.

Platform Fees

Platform Fees are the fixed, recurring charges defined in your contract. Because these fees don't scale with transaction or user volume, you reconcile them directly against your service agreement rather than a report — confirm each line item and amount matches what's stated in your contract. Depending on your contract, this section can also include a one-time Setup Fee, Cross-Border Enablement, or per-query Regulatory Query fees; these appear only in the periods they apply.

Example invoice:

Other Fees

Other Fees cover usage-based charges outside of transfer volume and user onboarding, such as card authorizations, chargebacks, and ACH returns.

Card Authorizations. This fee is invoiced per Card Auth attempt. Astra doesn't currently offer a dashboard report for this line item, so reconcile it against your own record of Card Auth attempts created through the API during the service period.

Chargebacks. Reconcile against your Chargeback Report:

1. Generate a Chargeback Report for the invoice's service period.

2. Filter the report to rows where exception_type is CHARGEBACK.

3. Count the filtered rows. This count should match the invoice's Quantity for Chargebacks.

4. Multiply the count by the invoice's Cost per Unit to confirm the Total Cost.

ACH Returns. Reconcile against your ACH Returns Report:

1. Generate an ACH Returns Report for the invoice's service period.

2. Count the rows (each row is a single returned ACH transaction). This count should match the invoice's Quantity for ACH Returns.

3. Multiply the count by the invoice's Cost per Unit to confirm the Total Cost.

Example invoice:

Passthrough Fees

Passthrough Fees represent the interchange and network fees Astra collects on your behalf from the card networks. This section nets two lines:

• Prepayments for Interchange + Network Fees — a reversal of the estimated amount invoiced in a prior period.

• Interchange + Network Fees — the finalized fee amount for the current service period.

Reconcile the current period's finalized fee amount against your Interchange Overview Report:

1. Generate or locate your Interchange Overview Report for the invoice's service period.

2. Sum the debited_transfer_fee_amount column across all batches in the period.

3. Compare the sum to the invoice's Interchange + Network Fees line.

Example invoice:

Reconcile the invoice total

Once you've verified each section, add the five subtotals together and confirm the result matches the invoice's Total Charges. Then add any Total Adjustments to arrive at the Amount Due.

Example invoice:

If your reconciled total doesn't match the invoice, check each section against the steps above to isolate the discrepancy, then contact your Astra account representative with the specific line item and amount in question.

Reconcile Prepayments for Interchange + Network Fees

If your program is configured for S3 delivery, Astra delivers the Transactions Overview Report to your S3 bucket on a recurring basis. Use this report to reconcile the Prepayments for Interchange + Network Fees amounts used for daily debiting of interchange and network fees down to the individual transaction level against your external bank account.

Step 1: Match the batch amount to the amount on your bank statement

Each batch corresponds to a single ACH debit on your connected billing account.

1. In your bank statement, locate the debit with an amount equal to batch_amount from the Interchange Overview Report.

2. Confirm the memo or description field contains the text from batch_addenda (for example, "Astra - Interchange - VwUWr8QK4n").

3. Confirm the date is consistent with batch_created.

Tip: Each batch_id corresponds to one line on your bank statement. Filter the report by batch_id to see every transaction rolled into that debit.

Step 2: Reconcile the batch amount to transaction fees

The sum of debited_transfer_fee_amount for all rows within a batch_id equals batch_amount — the amount you were charged.

1. Filter the report to a single batch_id.

2. Sum the debited_transfer_fee_amount column.

3. Compare the result to the batch_amount value, which is identical on every row for that batch.

You may notice that the sum of assessed_transfer_fee_amount differs from batch_amount. This is expected. Use assessed_transfer_fee_amount for cost analysis and trend reporting. Use debited_transfer_fee_amount for cash reconciliation against your bank account.

Why assessed and debited amounts can differ: The card network can send an updated fee file for a transaction after Astra has already batched and billed it. When that happens, Astra collects the updated fee in a new batch rather than modifying the original one, so the same transaction can contribute debited amounts across multiple batches. The assessed_transfer_fee_amount column always reflects the latest figure from the network. Astra reconciles and refunds any difference between the total amount collected and the final assessed fee at invoice time.

Sample data walkthrough

The following example shows three rows from the same batch.

• All three rows share the same batch_id and batch_amount ($3,438.53), so Astra collected them in a single ACH debit on your billing account.

• Row 2 shows an assessed_transfer_fee_amount ($1.12) that differs from debited_transfer_fee_amount ($1.06). The network updated the fee file after this batch closed, so your bank statement reflects $1.06.

• Row 3 shares the same transfer_id as row 2 (the same payment), but carries an interchange fee instead of a network fee. Both rows contribute to the $3,438.53 batch total.

FAQ

Why does the same transfer_id appear on multiple rows?

A single payment can generate both a network fee and an interchange fee. Astra reports each fee type on its own row, so you may see the same transfer_id twice: once with transfer_fee_type = network and once with transfer_fee_type = interchange. Add both rows to get the total fee cost for that transfer.

What is the difference between AFT and OCT?

AFT (Account Funding Transaction) is a pull: Astra debits the end user's card to fund a transfer. OCT (Original Credit Transaction) is a push: Astra credits the end user's card to deliver funds. Both transaction types can carry network fees. Interchange fees are more common on AFT transactions.

What should I do if the sum of debited_transfer_fee_amount doesn't match my bank statement?

First, confirm you're filtering to the correct batch_id. Each batch maps to exactly one bank statement line. If the totals still don't reconcile, contact your Astra account representative with the batch_id in question and the amount discrepancy.

Why might assessed_transfer_fee_amount differ from debited_transfer_fee_amount?

The same transaction can appear across multiple batches as the card network sends updated fee files. For example, Astra receives a file showing a $0.50 fee for a transaction and collects $0.50 in a batch. The next day, the network sends a revised file showing the fee is $0.40, and Astra collects $0.40 in a subsequent batch. At that point, Astra has collected $0.90 against a $0.40 fee. The assessed_transfer_fee_amount column reflects the latest figure ($0.40), and the debited_transfer_fee_amount entries across both batches show what Astra actually collected. Astra reconciles and refunds any excess amount at invoice time — you're never permanently overcharged.

What if I see a transfer_id with fees for only the AFT or the OCT, or with fees that appear to be missing?

Fee calculation and processing times vary depending on the processors, networks, and other parties involved in the transaction. For a given transfer_id, the AFT and OCT fees might not appear in the report at the same time. For example, a transfer's OCT fees might appear in the aging report generated on Wednesday, while the same transfer's AFT fees appear in the report generated on Thursday.

Glossary

Related articles

• Guide to Astra Dashboard Reports

• S3 Automated Report Delivery

• Network Fee Codes