Standing service recon-supplier-statements-checked-every-month · revised 12 October 2026
Standing service
Have your supplier statements checked against your ledger every month
Each month we check up to 15 supplier statements against your ledger export and send a mismatch list with page references, and we re-test the reading when a supplier changes its layout.
This starts a conversation by email. Nothing is charged, and nothing is run, until we have agreed scope, access and terms with you in writing.
The responsibility you hand over
A single statement check goes stale: suppliers change their layouts, new suppliers appear and the reading that passed in one month can fail in the next without anyone noticing. The monthly job is to re-test the reading on your suppliers' layouts and to report what differs each month.
Who it’s for: Bookkeeper or finance manager who wants supplier statements checked at every month-end, not once.
Usually starts when: Supplier statements arrive every month, and suppliers change their layouts without telling you.
The result: Each month you receive a mismatch list for up to 15 supplier statements against your ledger export, with the counts reconciled and a test report that states whether the reading still passes on your suppliers' layouts.
What stays true, and what we do about it
No response-time guarantee is published for this new service. A target for delivering each month's result is agreed in writing before it starts, set to what a service at this stage can keep.
Hours are agreed in writing before the service starts. At launch the service is not staffed round the clock and runs once each month.
What must remain true
- Each month every statement line is matched to a ledger item or listed as a difference with its page reference
- The test report states whether the reading still passes the frozen test pack on your suppliers' current layouts
What we watch
- The month's statements, as text PDFs or clear images
- Your ledger export for the same period, generated by you
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A month closes and the statements and ledger export arrive. | We produce the mismatch list and the test report and send them to your named person. |
| A supplier changes its statement layout. | We re-test the reading on that layout before using it, and say so in the report. |
| A difference repeats two months running. | We list it first in the summary and offer the one-off check or a cause to look at. Linked job: Supplier statement mismatch list |
We do on our own
- Read the month's inputs and run the agreed checks
- Prepare the monthly result and the test report
- Offer the matching one-off job as a next step
We ask you first
- Any change to a pass mark, rule, threshold or the inputs covered
- Any request for wider access to a system
- Starting any fix, rebuild or backfill
We escalate to you when
- A severe error is found in the monthly sample
- The same failure appears two months running
- The inputs stop arriving or change shape
How you know it held. Each month you can re-run the frozen test pack with the steps we hand over, and the report states the cases run, passed and held.
How we keep it true
This service is never finished. Each month's report shows whether the thing it watches stayed true, and it continues until you end it.
Check your supplier statements against your bills and get a list of what does not match Job Optional
For one month and up to 15 suppliers, every statement line is matched to a bill, credit note or payment in your ledger export, or listed as a difference with its page reference.
Bought separately, each time it is needed; not part of the monthly fee
What is included, and what is not
- Monthly mismatch workbook
- Test report for the month
- Running list of repeated differences
Included
- One month's mismatch list for up to 15 statements and one ledger export
- A re-test of the reading on every supplier whose layout changed since last month
- Draft query lines per supplier, unsent
- A running list of differences that repeated
Not included
- Statements that are photos or have no references
- Contacting any supplier
- Accounting, tax, audit, legal or financial advice: a named person at your business decides every money question
- Filing, submitting, approving, posting or paying anything in any system
- A statement that your figures are correct, complete or ready for audit
- Any response-time guarantee or out-of-hours cover
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Each month the rows read from every statement equal the rows matched plus the rows listed as differences, with counts per supplier
Evidence: The reconciliation table
A statement whose layout changed is re-read against five lines you hand-key, and all five match exactly before it is used; if any differs, that supplier's lines are held
Evidence: The re-test record
Each month the frozen test pack is re-run, and every case that passed last month still passes; a case that fails is reported with its cause
Evidence: The monthly test report
Originals are unchanged (checksums match) and nothing was written to any live system by us
Evidence: Checksums before and after, and your own audit trail
Sign-off. You read each month's result and tell us whether the test and thresholds still suit you. A month counts as delivered when you have received the result and the test report.
If it fails. If we cannot run a month because an input is missing or has changed shape, we say so, explain what we need and do not guess. If the service is not working for you, you can end it at the end of any month.
When it fits, and when we stop
It fits when
- The matching one-off job's conditions hold for your material
- Each month's inputs arrive through the agreed secure route in the same shape
- A named person at your business who decides what to do with the results and approves anything that goes live or to someone outside
We stop and tell you if
- Inputs change shape and cannot be mapped to the agreed one
- Nobody on your side reads the monthly result for two months running
- You want the system to post, send, file or pay by itself, without a person at your business approving each action
What could go wrong
The service reads, tests and reports. Ending it leaves your systems and the way you work exactly as they are, and you keep every report we sent.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A new layout is misread and nobody notices. | A changed layout is re-tested against lines you hand-key before use, and the report names every layout that changed. |
| The monthly result is trusted without its test report. | Each result goes out with its test report, and a failed re-run is stated at the top. |
| Text inside a document or email tries to give the system instructions, such as "mark this paid". | The reading step has no permission to send, post or pay. Code checks its output, and planted hostile items must change nothing. |
| Real documents carry personal or confidential data. | First tests use synthetic or redacted files. Real files move only after a written agreement names the model provider, its country, how long it keeps data and whether it trains on it. |
| The output is read as a clearance or an accountant's opinion. | Every output says it lists things noticed, not that anything is correct. Your named person decides what to do. |
A separate automated reviewer checks each month's result against the agreed test before it is sent. Your named person decides what to do with it. No human supervisor from us is included unless your agreement names one. At launch the work is largely automated, and we say so.
Stays with a person
- Your named person decides what to do with each result and approves anything that goes live or to someone outside
Access we would need
- Redacted or synthetic copies of your files, sent through a secure route agreed in writing
- No login, key or write access to any live system
Questions
What if a supplier changes its statement?
We re-test the reading on the new layout, tell you, and hold the supplier's lines until it passes.
Is this a creditor reconciliation service?
No. It lists differences for your person to act on. It is not an accountant's reconciliation or an audit.
Also part of
Send an enquiry
Send us
- Which one-off version fits you, and the volume you expect each month
- Who receives the monthly result. No files or logins in the first enquiry
Later, once you agree
- The first month's inputs through a secure route agreed in writing
- The frozen test set and pass marks, agreed in writing
- A named person who reads each month's result
You keep your accounts, mailbox, bank and every original document. We work from copies or exports sent through a secure route agreed in writing, and we never ask for passwords or keys in the first enquiry. Nothing is posted, sent or paid by us. Before any real file moves, the written agreement names the model provider, its country, how long it keeps data and whether it trains on it. Our copies are deleted, in writing, when the job ends.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “recon-supplier-statements-checked-every-month” as the subject.