> ## Documentation Index
> Fetch the complete documentation index at: https://docs.repdata.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Reconciliation

> Review completes, accept or reject respondent IDs, and close out project billing in Research Desk.

Reconciliation is how buyers review completed sessions and dispute invalid completes before they are billed. Research Desk provides a guided workflow to accept, reject, and export respondent IDs by status.

## How reconciliation works

1. A respondent completes a survey and is initially recorded as a **Complete**
2. **By default, completes are billable** if no action is taken
3. During the **reconciliation window**, you review completes and reject invalid sessions
4. Rejected completes are **not billed** to you and suppliers are **not paid** for them
5. After the deadline, unprocessed completes are **auto-accepted** and become billable

<Warning>
  Completes are billable by default. If you do not actively reject invalid completes before the deadline, they will be accepted automatically.
</Warning>

## Reconciliation window

You can dispute completes until the **end of the month following the month the respondent completed**.

| Complete date | Dispute deadline    | Auto-accept date |
| ------------- | ------------------- | ---------------- |
| December 1    | January 31          | February 1       |
| December 31   | January 31          | February 1       |
| January 15    | February 28 (or 29) | March 1          |

Attempts to accept or reject IDs after the deadline fail with a past-deadline error.

## Starting reconciliation

Open a project and select **Reconcile Project**. Research Desk routes you to the correct reconciliation experience:

* Projects created **on or after October 1, 2024** use the current reconciliation system
* Older projects that were previously reconciled under the legacy flow may use the legacy experience

The current system lets you:

* Filter by date range, survey, and source to reconcile portions of a project
* Differentiate IDs accepted by a user versus auto-accepted by the system deadline
* **Accept completes** that were recorded as terminates, over-quotas, or dropouts
* Export IDs by supplier to confirm costs with external vendors
* Access reconciliation transaction history for troubleshooting

## Status categories in the UI

### Accepted completes (billable)

| UI label                            | Description                                                                      |
| ----------------------------------- | -------------------------------------------------------------------------------- |
| **By User — Registered Complete**   | Complete that redirected properly and was accepted by you                        |
| **By User — Unregistered Complete** | Accepted complete that did not redirect properly (dropout or test link complete) |
| **By System Deadline**              | Registered complete not processed before deadline — auto-accepted                |

### Rejected completes (not billable)

| UI label             | Description                                          |
| -------------------- | ---------------------------------------------------- |
| **Rejected by User** | Complete you manually rejected during reconciliation |

### Unprocessed completes

| UI label        | Description                                                                       |
| --------------- | --------------------------------------------------------------------------------- |
| **Unprocessed** | Eligible for reconciliation but not yet accepted or rejected; deadline still open |

### Error states

When bulk-processing IDs, some may fail:

| UI message                                   | Meaning                               |
| -------------------------------------------- | ------------------------------------- |
| **Accepted — ID Not Recognized**             | ID not found (typo or not a complete) |
| **Rejected — ID Not Recognized**             | ID not found when rejecting           |
| **Rejected — ID Not Registered as Complete** | ID exists but was not a complete      |
| **Accepted — Past System Deadline**          | Reconciliation window closed          |
| **Rejected — Past System Deadline**          | Reconciliation window closed          |

## Reconciliation workflow

<Steps>
  <Step title="Filter (optional)">
    Narrow the list by date of first/last complete, survey, or source. Useful for multi-country studies or projects that field across many months.
  </Step>

  <Step title="Accept and reject IDs">
    Process IDs using:

    * **Paste** — Bulk-accept or bulk-reject a list of IDs
    * **Checkbox selection** — Select individual rows and click Accept or Reject
    * **Bulk reject** — Leave remaining unprocessed IDs and reject the rest
  </Step>

  <Step title="Confirm">
    Review the summary, error counts, and updated project total before submitting.
  </Step>
</Steps>

### Correcting mistakes

* Click **Back** to change filters
* Select IDs in Accepted or Rejected and click **Clear** to move them back to Unprocessed
* Use **View Previously Accepted** to copy and re-paste IDs if needed

## Exports

| Export                         | Where to find it                        | Use case                                                                                              |
| ------------------------------ | --------------------------------------- | ----------------------------------------------------------------------------------------------------- |
| **Reconciliation History Log** | Button next to Reconcile Project        | Audit trail of who processed which IDs and when; IDs processed multiple times appear in multiple rows |
| **IDs by Status**              | Download icon per status row            | Export IDs for a single status; header icon exports all rows with most recent status                  |
| **IDs by Supplier**            | Reconciliation exports                  | Confirm costs with external manual suppliers                                                          |
| **Project Cost Summary**       | Project task menu → Export Cost Summary | Billing breakdown by reconciliation status and source                                                 |

## Key rules

1. Completes are billable unless you reject them before the deadline
2. You can change a complete's status before the deadline (accept, then reject, or vice versa)
3. After the deadline, status changes are blocked
4. Rejected completes are not invoiced and suppliers are not paid for them

## Need help?

Contact your Rep Data representative or submit a case through the [support form](/research-desk/support/contact-support).