Reconciles

Accounts payable reconciliation software for vendor statements and bills

Accounts payable reconciliation software checks that what you owe in your books matches what your vendors say you owe. Reconciles compares vendor statements with your bills, matches bill payments to the bank statement, ties the AP subledger to the control account and flags duplicates, missing invoices and unapplied credits.

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Vendor statement reconciliation and more

Accounts payable is reconciled from three directions. Reconciles runs all of them on the same engine.

  • Vendor statement to bills every invoice and credit the vendor lists matched to a bill in your system.
  • Payments to bank each payment run or single transfer matched to the bank line it produced.
  • Payments to bills each payment applied to the bills it settles, including payment runs that cover many bills.
  • Subledger to ledger the aged payables total compared with the AP control account.
  • Vendor credits and refunds matched to the bills they offset.

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Where AP balances go wrong

Invoices on the statement but not in your books

A vendor statement shows an invoice you never received or never entered. It appears as unmatched on the vendor side, with amount and date, so you can request a copy before it becomes a late fee.

Duplicate bills

The same invoice entered twice, once from email and once from the paper copy, often with a slightly different number. Fuzzy reference matching catches it and flags it as a duplicate before it is paid twice.

Payment runs

One bank debit pays twenty bills. The engine rebuilds the run from your payment export and shows which bills it settled, the same way invoice reconciliation software handles combined payments.

Payments the vendor has not applied

You paid, the vendor still shows the invoice as open. The match on your side is clean, and the item is labeled so your team can send proof of payment.

Currency and bank charges

Payments to foreign vendors lose a little to conversion and bank fees. The pair is matched within tolerance and the difference is labeled as an amount difference.

How accounts payable reconciliation works

  1. 01 Parse

    Upload a vendor statement in CSV or XLSX next to your bills export, or your payment export next to a bank statement. PDF bank statements are accepted after signup.

  2. 02 Normalize

    Vendor names, invoice numbers, currencies and signs are aligned, so a credit on the vendor statement and a negative bill in your system read the same way.

  3. 03 Match

    Exact matches by invoice number and amount come first, then payment runs, partial payments, tolerance and fuzzy references. AI suggestions cover unclear pairs with a reason and a confidence score.

  4. 04 Exceptions

    What is left goes to the queue. Nothing posts to your ledger without review.

AP exceptions your team works in one place

  • Unmatched an invoice on the vendor statement that is not in your books, or a bill the vendor does not show.
  • Partial a bill paid in part, with the open balance.
  • Duplicate a bill entered twice or paid twice.
  • Amount difference a bill amount that differs from the vendor invoice, or a payment short by a bank charge.
  • Date difference a payment far outside your date window, usually a timing issue at period end.

On Growth exceptions are assigned to the person who owns the vendor. On Scale every resolution goes through approvals and the audit log.

Payables report and correcting entries

Export the AP reconciliation report in XLSX or PDF per vendor or for the whole subledger, with reconciling items and the explained difference. Matched pairs export as CSV. On Growth, journal entries for corrections and bank charges go out as CSV for QuickBooks and Xero, and on Scale for NetSuite. For customer side matching see accounts receivable reconciliation, and for the cash side see bank reconciliation software. Vendor balances also feed your month end close software checklist.

Which plan fits your payables

Starter covers 3,000 transactions a month and 20 saved rules for one company. Growth covers 20,000 with unlimited rules, assignment and comments and journal entries for QuickBooks and Xero. Scale covers 100,000 across 25 entities with approvals and an audit log, the fit for shared service teams paying vendors for several companies.

See pricing

Starter $74 per month, billed yearly Growth $199 per month, billed yearly Scale $499 per month, billed yearly

Accounts payable reconciliation questions

Reconcile a vendor statement now

Upload a vendor statement and your bills export and see which invoices are missing or duplicated in minutes.

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