Merchant Cash Advance Tracker
A merchant cash advance tracker gives the merchant a single operating view of active advances, daily ACH debits, balances, payoff calculations, documents, and stacked positions across funders.
A merchant cash advance tracker should show each active position, total payback, factor rate, remaining RTR, expected daily or weekly ACH, actual bank debits, payoff progress, overlapping positions, and exceptions such as double pulls or amount mismatches. FundingTracker is separate from funder portals so merchants can control the full stack instead of relying on one provider's view.
- Track factor rate vs total payback so the starting balance is the right number.
- Calculate remaining RTR from total payback, cleared payments, and fees or adjustments.
- Reconcile daily ACH against actual bank transactions to catch double pulls and over-debits.
- Show overlapping positions and combined daily cash impact across funders.
- Keep payoff letters, contracts, renewal offers, and balance confirmations in one place.
Tracker vs funder portal vs spreadsheet
Merchants often start with a spreadsheet or portal, but stacked positions need a wider control view.
Control stacked positions before they control cash flow
Stacking becomes dangerous when each funder sees only its own payment and the merchant loses sight of the combined daily pull. A tracker should show the whole stack in one place, including positions that overlap, renew early, or share debit days.
- Total daily ACH across all active positions.
- Remaining RTR by funder and across the portfolio.
- Next projected payoff and positions closest to completion.
- New offer impact before another advance is accepted.
Factor rate vs total payback vs remaining RTR
The funded amount is the cash the merchant received. The factor rate calculates total payback. Remaining RTR is the estimated amount still left after cleared payments and known fees or adjustments.
A reliable tracker keeps those numbers separate. If payments are subtracted from funded amount instead of total payback, payoff estimates can be wrong from day one.
Daily ACH reconciliation
Daily ACH tracking should compare what was expected with what actually cleared the bank account. That distinction matters when a funder changes a debit amount, pulls twice, misses a day, posts a fee, or continues collecting after a payoff should have been reached.
- Expected debit did not appear in the bank account.
- Actual debit was higher or lower than the expected payment.
- Two debits from the same funder cleared on the same day.
- A debit description does not match any known active position.
- A funder continued pulling after the tracker shows the position near payoff.
Payoff calculations and payoff letters
Tracker payoff calculations are operational estimates. A formal payoff letter is still the source to use before refinancing, consolidating, settling, or wiring funds.
The value of the tracker is that it tells the merchant when a payoff number looks wrong, stale, or inconsistent with cleared debits.
Merchant cash advance tracker checklist
- Enter every active advance, including renewals, consolidations, and positions from different funders.
- Track funded amount, net cash received, factor rate, total payback, and remaining RTR separately.
- Record expected daily ACH or weekly payment amount for each position.
- Match actual bank debits to expected payments and flag unmatched transactions.
- Watch for double pulls, over-debits, returned payments, debit amount changes, and overlapping debit days.
- Calculate payoff timing from remaining RTR, expected payment cadence, and cleared activity.
- Store contracts, payoff letters, renewal offers, balance confirmations, and dispute notes.
- Export reports for accountants, advisors, brokers, or consolidation reviewers.