An AI payment reconciliation agent compares payments recorded in the payables ledger with the lines on bank statements and the invoices each payment should settle.
Bank statement lines and ledger payments are loaded.
The agent pairs lines by amount, date and reference.
It tests whether one bank line covers several payments.
Leftover items are listed with a likely reason.
The accountant approves matches and clears breaks.
Confirmed matches are logged for the close file.
It proposes matches, including one payment to many invoices, and explains the basis for each, such as amount, reference or date.
Anything it cannot match with confidence goes to an exception list with the likely cause noted.
Payments leave the ledger one way and reach the bank another, with different dates, references and sometimes different amounts. Matching them by hand is slow and the leftovers are the hardest part.
Bank descriptions rarely carry the invoice numbers used in the ledger.
One bank debit may represent dozens of payments, and nothing on the statement splits them.
Payments sent late in a period clear in the next, which looks like a mismatch.
Bank charges and currency conversion leave small differences that need a rule.
Reconciliations are rushed when everything is due at once.
The agent reads payments from the ledger and transactions from the bank statement for the period.
It pairs items on amount, date window and reference, and treats exact matches as proposed.
For batch debits it looks for sets of payments that sum to the bank amount and shows the combination it found.
Remaining items are labelled as timing, fee, currency, missing entry or unknown, with the evidence shown.
The agent prepares a reconciliation summary and the exception list for review, ready for sign-off.
Bring a small sample and watch Flo work through it.
| Aspect | By hand | With the agent |
|---|---|---|
| Matching effort | Staff tick off lines one by one on a spreadsheet. | Agent proposes matches and shows the basis for each. |
| Batch payments | One bank debit for many bills is untangled by hand. | Grouped payments are tested against the batch automatically. |
| Unmatched items | Breaks are found at close and chased late. | Breaks are listed daily with a suggested reason. |
| Evidence | Why a pair was matched lives in the preparer's head. | Each match carries its reference and amount comparison. |
| Review load | The reviewer rechecks everything. | The reviewer looks at proposals marked uncertain and at breaks. |
| If | Then | Who decides |
|---|---|---|
| Amount, date and reference all agree | Propose a match as confident | Accountant spot checks |
| Amount agrees but reference is missing | Propose it as likely and show the gap | Accountant |
| One bank line equals a sum of payments | Propose a grouped match | Accountant |
| Bank line has no ledger payment | Mark as unrecorded and suggest a cause | Treasury analyst |
| Ledger payment has no bank line yet | Mark as in transit | Accountant |
| Amounts differ by a charge | Suggest a bank fee line | Accountant |
The agent does not match by amount alone and looks at references. The accountant picks the pairing if references do not settle it.
It links the return to the original payment and flags the bill as open again. AP decides whether to repay.
The item is marked as timing, not as an error. The controller decides the cut-off treatment.
The converted amount and rate are shown for comparison. A person confirms the rate is acceptable.
Talk it through with the team. We will map it to your steps and show where a person stays in control.
Run one bank account in parallel with the manual reconciliation.
Accountants check every proposed match until the basis is trusted.
Bring in batch debits and returns once simple matches are reliable.
Extend account by account with sign-off kept as a person's task.
Watch the trend rather than a single month. A drop often follows a change in bank format or payment method.
Quick answers to what people ask most about payment reconciliation.
Book a demoIt is the check that payments recorded in your books match the money that left the bank and the invoices they were meant to settle. It catches errors, duplicates and missing entries.
It tests combinations of payments that add up to the debit and presents the best fit with its working. A person confirms before it is accepted.
No. It proposes classifications and the entries that might apply. Finance staff post and approve adjustments.
Payment records from your ledger and bank statement lines, plus invoice data. Better references in payments improve match quality.
Vendor statement reconciliation compares the statement a supplier sends, listing what they say you owe, with your own payables ledger for that supplier.
→ERP sync is the process of keeping records in your finance system, such as vendors, purchase orders, bills and payments, consistent with those in the tools where they are created.
→NetSuite reconciliation is the process of checking that bills, payments, credits and balances recorded in NetSuite agree with bank activity, subledgers and source documents.
→Integration health monitoring is the ongoing check that data connections between business systems are running, current and accurate.
→Bring a small sample of real items. We will show what Flo handles on its own and where it hands over to your team.
