Overview

Starting March 21, 2025, all Quartzy credit card orders now include a statement descriptor—a unique identifier to help you easily match charges to orders.

Whether you're reconciling a single charge or reviewing your full monthly statement, this guide will walk you through the process.

What is a Statement Descriptor?

A statement descriptor is the text that appears on your credit card statement to identify a charge.

For Quartzy orders placed using a credit card at checkout, the descriptor will look like this:

QUARTZY* 5030176073315

This value is derived from your Quartzy order confirmation number.

Example:

To generate the descriptor manually:

1. Start with your order confirmation number (e.g. QY25030176073315)
2. Remove the prefix: QY2
3. What’s left: 5030176073315
4. Add QUARTZY* → QUARTZY* 5030176073315

If an order ships in multiple parts, you may see the same descriptor multiple times—one for each shipment/invoice.

• In these cases, match charges based on the charge amount and invoice total, not just the descriptor.

⚠️ Important: Not All Charges Will Have a Descriptor

Only orders placed using a credit card at checkout will generate a descriptor. 

If you pay an invoice after the fact using a credit card:

• The charge may include multiple invoices
• There will be no matching descriptor on your credit card statement

If you see a charge without a statement descriptor, reach out to ar@quartzy.com for help reconciling your payment.

Check an Individual Charge

If you’re trying to identify a specific charge on your statement:

1.  Find the 13-digit number after QUARTZY* on your statement (e.g., 5030176073315)
2. In Quartzy, go to the Orders Module
   
3. Paste that 13-digit number into the search bar. This will return the matching order.

4. View the Invoices section on the order
5. Match the invoice total to the charge

Each invoice row includes:

• Invoice Number
• Invoice Total
• Downloadable PDF

6. Verify that the item was received by reviewing the receipt status for each item under the “Order Status” column

 

📅 Run Weekly or Monthly Reconciliation Using Exports

If you reconcile credit card charges on a regular schedule, we recommend using either the Invoices export or Requests export depending on your needs.

Export Option 1: Invoices (Cleanest for Reconciliation)

Best if you're matching statement charges to invoices and want simple totals.

To generate:

1. Go to the Orders Module
2. Click Export Quartzy Invoices

3. Filter by invoices issued during your desired timeframe, and click Export CSV
   
   

Exported Fields include:

• Invoice Number
• Invoice Date
• Invoice Total
• Order Confirmation Number
• [Coming soon] Statement Descriptor

Export Option 2: Requests (Detailed Item Receipt Info)

Best if you're reconciling at the line-item level or verifying shipment/receipt.

To generate manually:

1. Go to the Requests Module
2. Click Export Requests in the left-hand sidebar

3. Filter on Requests Received during your desired timeframe, and click Export File

To schedule a recurring report to be emailed:

1. Go to Lab Settings → Backups
2. Select one of the following frequencies under Reconciliation Report
   1. Every Sunday
   2. On the 1st of every month
3. The report will be emailed to you automatically

Exported Fields include:

• Item Name and Quantity
• Invoice Number and Total (repeated per item)
• Receipt Status
• Order Confirmation Number
• [Coming soon] Statement Descriptor

⚠️ Heads up: Since this report is item-level, invoice data will repeat for each item on the same invoice. 

Coming Soon: Statement Descriptor Column in Exports

To make reconciliation even easier, we’re adding a Statement Descriptor column to both:

• Invoices export
• Requests export

This value will match exactly what appears on your credit card statement (e.g., QUARTZY* 5030176073315) so you can reconcile without needing to generate it manually.

FAQs

What if my credit card charge doesn’t include a statement descriptor?
If you paid multiple invoices manually via credit card, your charge may combine them into one. There won’t be a descriptor. Contact ar@quartzy.com with the charge details and we’ll help.

Can one order have multiple charges?
Yes. If your order ships in parts, each invoice may be charged separately. Each charge will include the same statement descriptor, but different amounts.

What if my reconciliation report shows duplicate invoice totals?
That’s expected in the Requests export, which repeats invoice totals for each line item. Use the Invoices export for clean 1:1 totals.