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Case study · Partner Statement Reconciliation

Reconcile partner statements in 2 minutes, not 40.

Drop in both ledgers. A 16-stage engine matches invoices, payments and the awkward lump-sum settlements, shows the reasoning behind every match, and produces an evidence-backed discrepancy report you can send to the partner. We build the reconciliation software and the bank statement import behind it; your team signs the result off.

40 min → 2 min16 stages$0.025 tolerance
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Live reconstruction

Try the matching engine on sample ledgers

Open the full demo ↗
40 min → 2 minhand-matching one statement → one engine run
$0.025the tolerance it works to
1-clickExcel export
The problem

Two ledgers, one line-by-line check

When a partner's statement and your ledger disagree, someone has to match them line by line - different formats, different currencies, part-payments, and grouped invoices that never line up. One statement takes about 40 minutes of concentrated work, and you still finish unsure you caught everything - and there is never just one statement.

Meanwhile the disputed balance sits there: cash you cannot collect and cannot write off, because nobody can prove which side is right.

What we built

A 16-stage matching engine that shows its reasoning

Upload both statements and the engine matches invoice numbers first, then amounts and nearby dates. It also handles several invoices settled in one lump sum. The report separates differences inside the $0.025 tolerance from the amounts that need review. Purpose-built parsers handle the format quirks; AI steps in only for layouts it has not seen.

The interactive report shows matches, missing items on each side and differences in the balances, line by line. Export it to Excel in one click. Because every match shows its reasoning, you walk into a dispute with proof, not a hunch.

What changed

The outcomes, in plain numbers

  • About 40 minutes of hand-matching per statement becomes about 2
  • Matched to a $0.025 tolerance - cent-level differences never drown the real exceptions
  • One report: what agrees, what is missing on each side, where balances diverge
  • Every exception comes with evidence - disputes start from proof
  • Cash stuck in disputed balances gets collected sooner
  • One-click Excel export for the partner
What we build

Bank reconciliation software with the evidence behind every match

The engine above is reconciliation software, and we build and integrate it around the ledger you already keep. Imported bank statement lines are put into a consistent format. The software compares references, dates, amounts and grouped settlements through 16 stages. It separates exact, grouped and probable matches from unresolved items. Every proposal carries the records and the rule behind it, so a person can agree or overrule it in seconds. The same software covers supplier statement reconciliation and, through the Xero API, Xero bank reconciliation. We supply the software; the reconciliation itself stays your team's call - and their accountant's.

  • Supplier statement reconciliation, line by line, with an audit trail
  • Bank statement import in agreed formats, duplicates flagged
  • Automated bank reconciliation proposals, never silent auto-posting
  • Xero bank reconciliation data exchanged through the Xero API
  • Works against Xero, MYOB, an ERP or anything with an API
FAQ

Common questions

Can you automate bank reconciliation in Xero?
We build the software that does the heavy part: importing the statement, comparing it with ledger records, and presenting proposed matches and the exceptions with their evidence. For Xero bank reconciliation the data moves through the Xero API. The accounting outcome is approved by your finance team or their accountant, never posted silently.
How does supplier statement reconciliation software work?
It imports each statement line and compares references, dates, amounts and grouped transactions against your ledger, including the lump-sum settlement that covers nine invoices at once. It records why each match was proposed and produces a discrepancy report for what is left. A person reviews the exceptions.
Is this a bookkeeping service?
No. TwinMind builds and integrates software. We do not provide bookkeeping, BAS, tax or payroll services, and we do not keep anyone's books. The engine prepares the evidence and the exceptions; your own team or your registered accountant makes the accounting decisions.
Why it matters

Could this be your workflow?

If you trade with partners whose statements never quite line up - many trading partners, intercompany accounts, wholesale volumes - drop yours in. The engine is live today.

Best for · many trading partners, intercompany, wholesalers

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Have a similar workflow? Let's map it.

We start with the AI Opportunity Audit - a fixed A$2,000: we map where the hours and the risk actually are, then show you the one or two systems worth building first. The engine behind this page matches through 16 stages to a $0.025 tolerance, turning about 40 minutes of hand-matching into about 2.

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