You send $10,000 to an advertising supplier. Its statement says $9,000 was funded, while the campaign report shows $6,000 spent. These figures can all be correct, but they answer different questions. The buyer needs a trail explaining where the other $4,000 sits.
A payment is money transferred; a prepaid balance is money available under a funding arrangement; consumed media spend is the cost of ads already delivered. Keep these amounts separate when approving a statement. A deposit is not proof that the same amount reached the platform or was used for advertising.
The label depends on the billing model. Google describes prepay as paying before ads run, with costs reducing the credit. Under postpay, a balance may instead represent money owed. Available payment settings depend on billing country, currency and eligibility. Check the account’s actual setting before treating a displayed balance as spendable funds.
In an agency-supported arrangement, a supplier may also maintain its own funding record. That record and the platform balance are different evidence sources. Ask which entity holds each amount, which account it belongs to, and whether it is already available to campaigns.
All figures below are fictional USD amounts. They are not YC pricing, a customer result, or a platform funding rule. Assume no fees, taxes, exchange-rate differences, refunds or adjustments during this example.
| Supplier funding ledger | Amount | Supporting record |
|---|---|---|
| Opening funds held by supplier | $0 | Prior closing statement |
| Cleared payment received | +$10,000 | Receipt and payment reference |
| Allocated to platform account | −$9,000 | Account-specific funding confirmation |
| Closing funds held by supplier | $1,000 | Supplier balance confirmation |
| Platform prepaid ledger | Amount | Supporting record |
|---|---|---|
| Opening available balance | $0 | Prior account statement |
| Funding credited to account | +$9,000 | Platform transaction or balance record |
| Consumed media spend | −$6,000 | Campaign cost report for the period |
| Closing available balance | $3,000 | Platform balance at the cut-off |
The $10,000 payment is accounted for as $6,000 consumed, $3,000 remaining at the platform and $1,000 still held by the supplier. Neither remaining amount is automatically refundable cash: its treatment depends on the written arrangement.
Record the account ID, reporting timezone, period end, billing currency and the time each balance was captured. A bank payment made on the last day of the month may arrive or be allocated in a later period. A screenshot taken after another day of delivery cannot be compared directly with yesterday’s spend export.
Keep currencies in separate ledgers. If funding is converted, retain the original amount, converted amount, agreed rate and any separately charged conversion fee. Do not add a USD balance to a EUR balance and call the total “unused funds.”
Period / timezone: [ ]
Supplier entity / account reference: [ ]
Currency: [ ]
Opening supplier-held funds: [ ]
Cleared receipts: [ ]
Platform allocations: [ ]
Supplier charges deducted: [ ]
Refunds and signed adjustments: [ ]
Expected supplier closing amount: [ ]
Confirmed supplier closing amount: [ ]
Opening platform balance: [ ]
Credited funding: [ ]
Consumed media cost: [ ]
Platform charges, credits and adjustments: [ ]
Expected platform closing balance: [ ]
Observed platform closing balance: [ ]
Unexplained difference / owner / next check: [ ]
For each prepaid ledger: opening balance plus credited funding, plus signed adjustments, minus consumption and charges deducted from that ledger, minus refunds, equals expected closing balance. Count each charge once. Record fees invoiced separately outside the balance calculation.
If supplier allocation and platform credit differ, ask for matching references rather than assuming money is missing. If media spend differs from the billing statement, check taxes, adjustments, reporting cut-off and whether the report is finalized. Google’s statement definitions distinguish payments, activity, adjustments and ending balances; a supplier statement should make its own labels equally clear.
For a delayed payment, use the existing three-stage top-up check. Cashback eligibility is a separate question covered in top-ups versus actual spend. This worksheet is for locating and reconciling funds, not calculating a rebate.
Request a media account quote from YC Global Tech with your platform, website, markets, expected monthly spend and required reconciliation format. Ask for the account model and balance terms in the written quote.
Sources checked 9 October 2026. Worksheet and numbers are illustrative buyer tools.