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All in One Platform

Rotasu Reconciliation helps finance teams reconcile bank statements, vendor ledgers, customer ledgers, market platform, credit card, and payment gateways with intelligent matching, exception workflows, and audit-ready reports.

Book Demo
  • Bank reconciliation
  • Many-to-many matching
  • Multi-currency
  • Mismatch emails
  • Missed runs flagged
  • One-click reports

Benefits

What your close team gets back.

Five things your team stops doing at month-end, because they are already done.

  1. 01

    Every ledger agreed, every day.

    Bank, card, gateway, vendor, customer, and stock reconciliations run on their own schedule, and a missed or late run is flagged before it becomes a close problem.

    • Daily, weekly, monthly, or custom runs
    • Missed and late runs flagged
    • Bank, cards, gateways, ledgers, and stock
    Reconciliation runs1 missed
    ReconciliationMatchedStatus
    Stock · HoustonNo count sheet yet—Missed
    Vendor ledgers2 vendors to agree96%Open
    Bank · operatingDaily99.6%On time
    Payment gatewayDaily100%On time
    Credit cardsWeekly100%On time
  2. 02

    Any volume, matched with confidence.

    Thousands of lines are matched one-to-one, one-to-many, or many-to-one, with the link between every transaction kept and uncertain cases sent to a person.

    • High-volume matching across statements and ledgers
    • Partial and many-to-many matches
    • Uncertain matches routed for review
    ACH Caldwell · $186,000Matched
    EntryAmountLink
    Receipt$186,0001 → 2
    INV-7612SO-4703$121,5001 of 2
    INV-7640SO-4688$64,5002 of 2
    8,791 of 8,855 lines matched automatically in November.99.3%
  3. 03

    Differences settled with the other side.

    Vendor and customer ledgers are requested on schedule, compared line by line, and every difference is emailed to whoever has to fix it.

    • Ledgers requested automatically
    • Compared line by line
    • Mismatches emailed for resolution
    Arbor Metals · ledger comparison$2,140 apart
    EntryTheirsOurs
    ARB-744Invoice$18,200$18,200
    ARB-771Invoice$12,640$12,640
    Payment Nov 1Bank−$18,200−$18,200
    CN-102Not received by us−$2,140—
    Asked Arbor for a copy of credit note CN-102.Emailed
  4. 04

    Any file, any currency.

    Statements in any layout are mapped once to a standard format, and receipts in other currencies are matched at the day's rate with the difference tracked.

    • Files mapped once, rules saved for next time
    • Exchange rates applied at the daily rate
    • Conversion differences tracked
    MXN receipts · NovemberAt daily rate
    ReceiptUSDFX diff.
    Bajío PumpsMXN 98,000$5,700−$140
    Monterrey SteelMXN 412,000$23,960+$84
    Norte IndustrialMXN 186,500$10,840−$31
  5. 05

    A close with nothing left open.

    Unmatched and partly matched items are detected with their age and impact, put forward for closing at period-end, and summarised in a one-click report.

    • Open items found with age and impact
    • Each put forward for closing at period-end
    • Reconciliation report in one click
    Open items · November5 open
    ItemAgeAction
    Unapplied receiptSummit74 dClose
    GRN without billCorex Supply41 dAccrue
    Advance to HalvernNot yet applied38 dApply
    Unmatched deposit6 dReview

Vendor ledger

Reconcile every vendor balance with evidence.

Request the statement, compare it line by line with the ledger, and assign the differences before the account is marked reconciled.

Every vendor balance is agreed, or every remaining difference has an owner.
Reconciliation

Quarter end. Asking every counterparty with movement for their statement of account, rather than waiting for one to arrive and calling it a reconciliation.

  • Active counterparties
  • With movement this quarter
  • Confirmations sent, vendors and customers
  • Reply window
NSNorthvale Steel

Statement attached to 31 Dec. Our books show $130,540 outstanding against your account.

  • Statement of account · NV-SOA-Q4.pdf
Document Processingcalled by Reconciliation

Their ledger is a PDF laid out their way, not ours. Reading it into lines that can actually be compared.

  • Entries extracted, no template
  • Matched to our document references
  • On their reference only
  • Dates and signs normalised
Matching our ledger against their statementDifferences to settle2,567

Six rules, cheapest first. A pairing that agrees clears both entries; a pairing that disagrees leaves one difference behind. Three of them survive the run.

Our entries1,283
  1. 1. Reference and amount

    Exact, same currency, same sign

  2. 2. Amount and date

    Within 3 days, where the reference is absent or unreadable

  3. 3. Reference normalised

    NV-1180 ≡ INV-1180 ≡ INV/1180 ≡ 1180

  4. 4. Converted to base

    EUR and INR re-struck at the contract's rate date

  5. 5. Grouped, many to one

    Part payments summing to one document

  6. 6. Reference only, amount differs

    Paired on the reference, so each pair leaves one difference rather than two loose entries

  7. 2 variances · 1 only in their ledger3
1,284Their entries

1,283 pairs · 11.4s

Two variances, and one entry only they have
EntryOursTheirs
NV-1180 · bill163,907.00164,400.00Variance · theirs
We booked the 39,880 kg the goods receipt records; they billed the 40,000 ordered. Debit note DN-4471 raised 2 Nov, unposted on their side.
NV-1194 · bill19,872.0019,910.00Variance · ours
Same invoice, same EUR 18,400, two rate dates — ours at goods receipt, theirs at invoice. Clause 11 says invoice date.
NV-DN-221 · freight—1,240.00Unmatched · theirs
The one entry no rule could pair, because it exists in their ledger and nowhere in ours. Valid under clause 6 — the document simply never reached us.
Closing at 31 Dec163,909.00165,680.00$1,771 apart
Agreed balance once all three post · $165,187 from either side
Reconciliation statement · Northvale Steeldrafting
NSNorthvale Steel

Agreed on all three. DN-4471 is posted our side, the freight document is attached, and clause 11 does say invoice date. We close at $165,187.

  • NV-DN-221 · freight note
Reconciliation

Marked reconciled — signed off by both sides at the same number, not quietly adjusted to match.

  • Northvale Steel, agreed and locked
  • Counterparties reconciled and marked
  • Issues raised and open
  • Still to reply, chased again

Customer ledger

Keep customer balances aligned across both books.

Match customer statements to the receivables ledger, resolve deductions and disputes, and preserve the agreed reconciliation record.

Customer balances are confirmed with discrepancies visible before they age further.
TETrentmoor Energy

Statement of your account to 31 Dec from our AP ledger. We show $219,428 payable to you.

  • AP statement · TE-AP-Q4.pdf
  • Withholding certificate · Q3
Reconciliation

Their statement is one of four sources, and on its own it proves nothing. Pulling the rest before comparing anything.

  • Remittance advices, this quarter
  • Bank narrations with a UTR
  • Credit and debit notes on their portal
  • Our open items against them
Matching our ledger against their AP statementDifferences to settle17,996

Nine thousand entries and only five rules, because a customer account lives or dies on the remittance advice — and this time the leftovers are ours, not theirs.

Our entries8,999
  1. 1. Reference on the remittance advice

    Read off the advice, not guessed from the amount

  2. 2. UTR against the bank narration

    Extracted from free text, six bank formats

  3. 3. One receipt, many invoices

    Split allocations summing to a single credit

  4. 4. Deduction recognised

    Shortfall matching a tax rate, or a claim on their portal

  5. 5. Reference only, amount differs

    Paired on the reference — the shortfall is a deduction to explain, not a miss

  6. 2 variances · 2 only in our ledger4
8,997Their entries

8,997 pairs · 18.2s

Two variances, and two entries only we have
EntryOursTheirs
INV-7844 · spares18,200.00—Unmatched · ours
Raised 30 Dec and inside their December cut-off, but not on the statement they sent. Theirs to post.
CN-338 · credit note3,600.00—Unmatched · ours
Issued 18 Dec against the SO-4620 short delivery. They are carrying $3,600 more owed to us than they owe.
INV-7830 · spares107,000.00104,860.00Variance · ours
They withheld 2% and sent the certificate with the statement. Ours to book, not to chase.
INV-7812 · frames42,300.0041,440.00Variance · theirs
An $860 quality claim deducted without a debit note. We reject it — the lot passed inspection on their own line.
Closing at 31 Dec237,028.00219,428.00$17,600 apart
Agreed balance once all four are settled · $234,888 from either side
Issue log · Trentmoor Energy
IssueValueOwner
INV-7844 not on their ledger18,200TheirsTo post
Invoice and proof of delivery attached to the reply
CN-338 not on their ledger3,600TheirsTo post
In their favour — we are asking them to reduce what they owe us
Withholding on INV-78302,140OursBooked
Certificate on file — posted to withholding tax receivable, claimable in Q4
Quality claim on INV-7812860TheirsRejected
No debit note raised, and the lot passed inspection on their own line
Agreed balance at 31 Dec234,888BothSigned off
Reconciliation statement · Trentmoor Energydrafting
Reconciliation

Posted and agreed — including the credit note that was in their favour, which is the one a chase-only process never mentions. Marked reconciled at a number both sides have signed.

  • Trentmoor Energy, agreed and locked
  • Customer accounts reconciled this quarter
  • Deductions booked against certificates
  • Deductions rejected with evidence

Deal to SO

Make every won deal become the right sales order.

Reconcile closed deals in the CRM with sales orders in the ERP so approved commercial terms survive the handoff to fulfilment.

The deal and its sales order are complete, accurate, and traceable.
CRM deal D-2208 · Redlow Petrochem
Stage
Closed Won
Owner
D. Achebe
Lines
4
Requested delivery
28 Feb
Deal value $612,000Won · 12 Dec
Reconciliation

Won in the CRM is not an order in the ERP. Testing whether this deal can actually become one before anybody promises Redlow a date.

  • Line items mapped to ERP codes
  • Prices checked against the list
  • Customer master record
  • Credit and tax registration
What the two systems disagree about
CheckFinding
Customer recordCRM onlyCreate
No ERP account, no tax registration, no payment terms on file
Starter bundle · $40,000Not an itemExplode
A CRM selling construct — three real item codes underneath it
SF-12 at $1,840 against $1,900 list3.2% discountAbove authority
The owner can approve 2% · this needs someone who can approve 3.2%
Order $612,000 against $400,000 limitOver by $212,000Decision
New customer, no payment history to lean on either way
Reconciliation

Two of those are mechanical and two are somebody's decision. Doing the mechanical ones and refusing to quietly decide the others.

  • Customer master created from the CRM record
  • Bundle exploded into item codes
  • Line count after exploding
  • Value after exploding
Needs approval

Create SO-4703 at the agreed discount, on a credit exception

The 3.2% discount is above the owner's authority and the order is $212,000 over a limit set for a customer with no history. Both need a name against them before this becomes an order.

$612,000 · 6 lines · credit exception to $650,000 with 50% against proforma · delivery 28 Feb

Approve and create
Reconciliation

Created, and linked back — so the deal and the order stay the same thing rather than drifting into two versions of it.

  • Sales order raised in the ERP
  • CRM deal linked to the order
  • Values agree
  • Handed to Inventory for availability
Every won deal this quarter against the order book
DealCRMERP
44 dealsmatchedmatchedAgree
D-2190 · Kestrel Holdings212,000206,000$6,000 apart
A line was removed on the order and never removed on the deal
D-2174 · Vantage GroupClosed Loststill openCancel
Lost in October · the order has been sitting in the book since
D-2201 · Ashmoor CementClosed Wonno orderMissing
Won 27 Nov · nobody raised it, and nobody noticed

47 / 47

Won deals against orders in the book, once the three are fixed

$0 variance · $218,000 that had drifted

Book closing

Close the books from reconciled balances.

Clear open items, prove entity and ledger balances, post the required journals, and lock the period with its audit trail intact.

The close is complete on evidence rather than estimates and follow-up spreadsheets.
Reconciliation

November close. Four things have to be true, in this order — and the order is the control, because a balance that matches while items are still open is a coincidence rather than a close.

  • Open items to close or explain
  • Entities to reconcile
  • Subledgers to prove against the ledger
  • Then, and only then
1 · Open items
ItemCountValue
Despatched, not invoiced362,400Invoice
Left the gate in November — the revenue belongs in November
Cash received, not applied212,400Appropriate
Sitting in suspense against two customers who quoted no reference
Goods received, not invoiced79,481Accrue
Correct where they sit — accrued, not chased
Bank items uncleared past 30 days94,118Clear
Purchase orders past delivery date14—Close short
Reconciliation

Thirty-one of the thirty-five close without anybody being asked. The four that do not are named, with the reason, rather than rolled into next month.

  • Invoiced and pulled into November
  • Cash appropriated against open invoices
  • Bank items cleared
  • Left open, with an owner and a reason
2 · Entities reconciled
Entity groupAgreedOf
Vendors6161Signed
The three that went silent confirmed on a second chase
Customers4848Signed
43 deductions booked against certificates, 6 rejected with evidence
Bank accounts44Signed
Intercompany33Signed
Both sides of each pair posted in the same period, not just netted
Payroll11Signed
3 · Balances proved against the ledger
AccountSubledgerGeneral ledger
Accounts payable1,284,6001,284,600Agrees
Accounts receivable630,000630,000Agrees
Inventory · 3 plants2,401,9002,401,900Agrees
Bank · 4 accounts812,440812,440Agrees
Payroll, after accrual196,800196,800Agrees
Fixed assets, after depreciation4,118,2004,118,200Agrees
Total9,443,9409,443,9400 breaks
Closing journals · Novemberdrafting
Needs approval

4 · Enter into the system and lock November

All three gates hold: 31 of 35 open items closed and 4 owned, 117 entities agreed, 6 subledgers proved against the ledger with no break. One provision is a judgement and is flagged as one.

9 journals · $246,121 entered · November locked · closed on day 3 against a 9-day average

Enter and lock
Reconciliation

Entered and locked. Nothing reaches November now without an audit-trail entry naming who reopened it and why.

  • Journals entered
  • Trial balance
  • Period status
  • Audit pack, every working behind every figure
Forecast & Scenarioscalled by Reconciliation

Taking November closed rather than November estimated. The forecast moves on the real number, and it moves today instead of in a week.

  • Baseline replaced with actuals
  • Margin assumption corrected
  • Q4 landing re-run
  • Days earlier than the usual close

COGS reconciliation

Protect margin with a line-by-line COGS reconciliation.

Compare BOM, stock-ledger, invoice, and actual-consumption data to find the cost movement behind a margin change.

  • Automatic issue flagging.
  • BOM versus actual consumption matching.
  • Stock-ledger and invoice-wise reconciliation.
  • Rate, quantity, and utilization variance detection.
  • Accurate COGS and margin visibility.
Margin variance becomes an owned correction, not an unexplained close adjustment.

0.8 points

Between the margin at standard cost and the margin we earned

32.0% planned · 31.2% actual · November
Reconciliation

Rebuilding cost of sales from the despatches rather than trusting the posting. Standard cost is an assumption until something reconciles it to what was actually paid and actually consumed.

  • Despatch lines costed
  • Valued at standard
  • Purchase orders re-priced to actual
  • Production orders closed in the month
Standard to actual, line by line
ComponentAmount
Despatched at standard cost1,262,400
1,104 lines across 38 production orders
Purchase price variance(3,840)Favourable
Steel bought at $4.11 against a $4.12 standard — the award the Purchase agent made
Scrap and rework11,290Adverse
2.1% against a 1.2% allowance · concentrated on one press in Plant 2
Plant 3 transfer, revalued4,200Error
Primer moved out at the February lot rate instead of the April one
Count write-off, 3 SKUs2,526Error
No movement document behind any of them
Freight coded to November in error997Reclass
Belongs to a December despatch — the last line of the gap
Actual cost of sales1,277,573Agrees to the ledger
Posted $1,277,573 · nothing left unexplained
Reconciliation

Two of those six are errors, one is a reclass, and one is a press that needs a maintenance visit rather than an accounting entry. Naming which is which is the whole point of bridging it.

  • Controllable, and owned by operations
  • Accounting errors to correct
  • Reclass to December
  • Favourable, from the sourcing decision
Needs approval

Post the corrections and restate the margin

The bridge closes to the cent, so the margin is 31.2% rather than the 32.0% the standard implied. Scrap goes to the plant as a maintenance job, not as a journal.

$6,726 of errors corrected · $997 reclassed to December · margin restated 32.0% → 31.2% · scrap raised with Plant 2

Post and restate

$0

Unexplained variance between standard and actual cost of sales

every one of six lines named and owned

Built for the messy parts of reconciliation.

Keep every recurring reconciliation on track, traceable, and ready for review — even when the source data is anything but clean.

Smart Auto-Initiation & Frequency Tracking

Schedule daily, weekly, monthly, or custom reconciliation runs and keep each source moving without manual follow-up.

Reconciliation runsToday
Bank statementDaily · 09:00Ready
ERP ledgerDaily · 09:10Queued
Payment gatewayHourly · :15Running
3 sources scheduled for reconciliation

High-Volume Reconciliation Engine

Process large volumes across statements, ledgers, settlements, and fees while making exceptions easy to isolate.

Matching queueLive batch
Transactions processed124,38098.7% matched
Matched automatically122,738
Exceptions isolated1,642 to review

Many-to-Many Matching

Match partial payments, grouped settlements, fees, credits, and reversals while preserving every relationship.

Allocation detailBalanced
Settlement$12,450.00STR-8842
INV-1042$7,200
INV-1051$4,800
Fee$450

One-Click Reconciliation Report

Generate clear reports with matched activity, unresolved exceptions, adjustments, and supporting evidence.

August reconciliationComplete
Matched activity1,452
Exceptions12
Adjustments34
Evidence attached · ready for close

Smart File Mapping

Turn inconsistent statement and settlement files into a reusable, standardized reconciliation format.

Statement mappingSaved rule
Raw fileStandard field
txn_dtDate
settle_amtAmount
reference_idReference
Reused on the next upload

Multi-Currency Support

Reconcile original amounts, exchange rates, and converted balances across currencies without losing source-level accuracy.

Currency reconciliationBase · USD
CCYOriginalFXUSDStatus
EUR€8,5001.08$9,180Matched
GBP£4,2001.27$5,334Matched
JPY¥820k0.0067$5,494Review

Zero structural change. Connect with your existing tech stack.

Rotasu delivers an end-to-end purchasing copilot that detects bottlenecks, automates RFQs, and executes frictionless invoice approvals directly within your stack. Faster recovery, without breaking a single process. It finds, resolves, and executes across your entire stack from one secure, centralized intelligence layer.
SAP
QuickBooks
BambooHR
Zendesk
Sage
Dynamics
Workday
Darwinbox
Keka
Oracle NetSuite
Gmail
Xero
Outlook
HubSpot
Salesforce
Pipedrive
Affinity
Zoho

Ready To Empower Your Growth With AI-Driven Reconciliation?

Give your finance team one connected view of reconciliation, collections, credit risk, and cash application so every receivable is tracked, every payment is matched, and every customer risk is visible before it compounds.
Book Recon Demo

Frequently Asked Questions

Rotasu AI automates end-to-end finance operations including accounts payable, accounts receivable, transaction reconciliation, document processing, and exception resolution with built-in controls and approvals.
It connects seamlessly with your existing ERPs and tools to eliminate manual data entry, spot discrepancies 24/7, and provide clear recommended actions for your team.
Rotasu handles document intake via OCR and AI, matches records across platforms, and tracks every adjustment with a comprehensive audit trail.
Yes, Rotasu allows you to configure approval workflows so human verification and sign-off happen precisely when needed.
Deployment takes minutes with our secure connectors, requiring zero structural changes to your current financial systems.