Step 01
Statement upload
Vendor statements arrive via portal, email forward or PDF upload. The system parses the format (Excel, CSV, PDF table).
Accounts Payable | Vendor Statement Reconciliation
'As per us' vs 'as per them', reconciled monthly. Not at year-end.
Vendor statements upload via portal, email or PDF. Auto-match runs on invoice number, date and amount. Mismatches drill to the source bill or payment. Debit and credit notes on either side handled. FY-end balance confirmation exports clean.
How it works
From vendor statement to reconciled, in minutes.
Step 02
Auto-match runs
Lines match on invoice number, date and amount with tolerance you control. Match status surfaced per line.
Step 03
Mismatches drill to source
Unmatched or mismatched lines drill to the bill, payment or debit/credit note in your books, with one click.
Step 04
Confirmation exported
FY-end balance confirmation generated automatically. The vendor's confirmation is captured back via the portal, hash-verified for audit.
What the system does
Capability, input, output.
| Capability | Input | Output |
|---|---|---|
| Statement parser | Excel, CSV or PDF table from vendor | Structured line set |
| Auto-match | Vendor lines + your bill / payment register | Match status per line |
| Drill to source | Unmatched line | Direct link to source bill / payment / note |
| Debit / credit note handling | Vendor or buyer notes | Net position post-notes |
| Balance confirmation export | FY-end vendor balances | Hash-verified confirmation pack |
-
Statement parser
- Input
- Excel, CSV or PDF table from vendor
- Output
- Structured line set
-
Auto-match
- Input
- Vendor lines + your bill / payment register
- Output
- Match status per line
-
Drill to source
- Input
- Unmatched line
- Output
- Direct link to source bill / payment / note
-
Debit / credit note handling
- Input
- Vendor or buyer notes
- Output
- Net position post-notes
-
Balance confirmation export
- Input
- FY-end vendor balances
- Output
- Hash-verified confirmation pack
Compliance + integrations
Reconciled monthly is reconciled at audit.
Vendor statement reconciliation done monthly avoids the FY-end rush of confirming balances with hundreds of vendors. The audit pack is built as you go.
Regulations we work within
-
SA 505 (External Confirmations)
Vendor balance confirmation aligned with the auditor's SA 505 procedure.
-
Companies Act, Schedule III
Trade payable disclosure reconciled to vendor statements.
Connects to
- Vendor portal Self-service statement upload
- Email gateway Forward-to-recon per entity
Vendor Statement Reconciliation FAQ
What buyers ask.
What format do vendors typically send statements in?
Excel, CSV, PDF table and PDF letter format are all supported. The parser handles unstructured PDFs from long-tail vendors who don't use standardised software. Confidence is shown per line so the team reviews only what isn't certain.
How does FY-end balance confirmation work?
A confirmation request is sent to every vendor (email, portal or letter) with their statement-as-per-us. Vendors confirm via the portal or return the signed letter. Confirmations are hash-verified and packaged for the auditor's SA 505 procedure.
What about debit and credit notes?
Debit notes (you raised) and credit notes (vendor raised) are handled on both sides. The net position is computed automatically; mismatches around notes are surfaced separately from invoice mismatches.
More in Accounts Payable
Related features
Upload one vendor statement. See the reconciliation.
Pick your top 10 vendors. Upload their statements. The system reconciles them in minutes. The drill-to-source pattern shows what you can scale.