One payment, several invoices
A customer pays three invoices with one transfer and a reference that names only one of them. Reconciles finds the combination of open invoices that adds up to the payment and shows it as a many to one match.
Invoice reconciliation software that closes every open invoice
Invoice reconciliation software matches incoming and outgoing payments to the invoices and bills they settle. Reconciles reads your open invoice list next to a bank statement or payout export, pairs each payment with its invoice, handles partial and combined payments, and lists every short payment, overpayment and duplicate with a plain reason.
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Invoice matching software for receivables and payables
Upload an invoice or bill export in CSV or XLSX as one file and the bank statement or payment report as the other. Reconciles does the pairing in both directions.
- Customer payments matched to open sales invoices by amount, invoice number and customer name.
- Vendor payments matched to bills, including payment runs that settle many bills at once.
- Credit notes netted against the invoices they reduce.
- Payments that arrive through processors matched to invoices through the payout breakdown from payment reconciliation software.
- Invoices still open after the period, listed with age and amount for follow up.
Partial, combined and short payments
Customers rarely pay exactly one invoice for exactly the invoiced amount. These are the cases the engine is built for.
Partial payments
A payment covers half an invoice. It is matched as partial, the remaining balance stays visible and the next payment from the same customer is checked against it first.
Short payments and deductions
A payment arrives a little under the invoice because of a bank charge or a discount the customer took. The pair is matched within your tolerance and the gap is labeled as an amount difference.
Messy references
Invoice numbers typed with spaces, missing prefixes or swapped digits are still recognized by fuzzy reference matching, with a lower confidence score when the match is less certain.
How invoice reconciliation works in Reconciles
Four steps, the same on every run, visible on the progress screen.
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01 Parse
The invoice export and the payment file are read, and the engine finds invoice numbers, customer or vendor names, due dates, amounts and currencies.
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02 Normalize
Customer names, references and amounts are cleaned up, so "INV-00412", "inv 412" and "Invoice 412" point to the same document.
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03 Match
Exact matches by reference and amount come first, then combinations, partial payments and fuzzy names. AI suggestions cover the unclear pairs, each with a reason and a confidence score.
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04 Exceptions
Anything the engine cannot settle goes to the queue. Nothing posts to your ledger without review.
Invoice exceptions by type
- Unmatched a payment with no invoice, often a prepayment or a payment to the wrong account.
- Partial an invoice paid in part, with the open balance shown.
- Duplicate an invoice paid twice, or a bill entered twice before payment.
- Amount difference a short payment or overpayment within or outside your tolerance.
- Date difference a payment far from the invoice date, worth a look before it is applied.
Your team resolves each item in place. On Growth items can be assigned to the person who owns the customer or vendor, on Scale resolutions go through approvals.
Cleared invoices and entries back to your books
Export the list of settled invoices, partial payments and open balances in XLSX or PDF. Matched pairs export as CSV. On Growth, journal entries for applied payments, write offs and bank charges go out as CSV for QuickBooks and Xero, and on Scale for NetSuite. For receivables in depth see accounts receivable reconciliation and cash application software. For bills and vendor statements see accounts payable reconciliation.
Which plan fits your invoice volume
Each invoice line and each payment line counts as a transaction. Starter covers 3,000 a month with 20 saved rules, enough for a company with a few hundred invoices. Growth covers 20,000 with unlimited rules and journal entries for QuickBooks and Xero. Scale covers 100,000 across 25 entities with approvals.
Invoice reconciliation questions
Invoice and bill exports in CSV or XLSX, including the open invoice and aged receivables reports from QuickBooks Online, Xero, NetSuite and Sage.
Yes. The engine searches for the combination of open invoices from the same customer that adds up to the payment and shows the group with its reason.
It is matched as partial and the remaining balance stays open. The next payment from that customer is checked against the balance first.
It sends a journal entry or payment file back for you to import after review. It never changes your ledger on its own.
Match payments to your open invoices
Upload your open invoice list and a bank statement and see which invoices are settled in minutes.