Job recon-supplier-statements-vs-ledger-mismatch-list · revised 12 October 2026
Check your supplier statements against your bills and get a list of what does not match
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.
You might be seeing
- A supplier statement shows an invoice your ledger does not have
- Nobody has time to tick off every statement line by hand each month
- A bill was paid twice, or a credit note was never applied, and it was found late
No passwords, keys, card details or admin invites needed to start.
What usually happened
Supplier statements arrive as PDFs in different layouts, so checking them against the ledger means reading each line by eye. A misread row creates a false difference or hides a real one, and a missing bill, a duplicate or an unapplied credit note only shows up when the supplier chases.
Who it’s for: Bookkeeper, accounts-payable clerk or finance manager with 20 to 100 suppliers who wants statements checked against the ledger each month.
Usually starts when: Month-end creditor control, a supplier says "we sent it", or fixed monthly payments have led to an overpayment.
The result: 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 missing from the ledger, missing from the statement, or different in amount, date or reference. Each row shows its page reference, and the counts reconcile: rows read equal rows matched plus rows listed.
Check whether this job fits
Answer these without sending files or logins. Nothing is submitted unless you choose to contact us.
What you get
- Mismatch workbook: a summary sheet and a sheet per supplier
- Statement-reading table with page references
- Method note and test results
- Draft query lines per supplier, unsent
Included
- One month, up to 15 supplier statements (text PDFs or clear images) and your bills list or aged payables detail for the same period
- Every statement line read into a table with its page reference and matched to your export by supplier, reference, amount and date
- Each difference listed under one of six headings: missing from the ledger, missing from the statement, amount, date, reference or unapplied credit
- Each statement's closing balance checked against the sum of its lines, with any gap flagged
- One draft query line per supplier for your person to send if they choose
Not included
- Statements that are phone photos, handwritten or without invoice references
- Currency conversion, unless you supply a rate source
- 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
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
The rows read from each statement equal the rows matched plus the rows listed as differences, with the counts shown for every supplier
Evidence: The reconciliation table by supplier
On five statements you chose and hand-keyed in full (at least 100 rows), at least 98 of every 100 rows we read equal your row exactly, which shows a true rate of at least 93% with 95% confidence at 100 rows; every difference is listed, and any wrong amount on a row fails the whole test
Evidence: Your hand-keyed rows beside ours, held back until the test run
On a synthetic ledger and statements in which we plant 12 differences (missing from the ledger x2, missing from the statement x2, unapplied credit x2, amount x2, date x2, reference x2), all 12 appear under the right heading and none is missed; because we plant them, this is a smoke test, and the hand-keyed statements above are the real check
Evidence: The planted list and the workbook side by side
Each statement's closing balance equals the sum of its lines, or the gap is flagged
Evidence: The balance-check sheet
Ten planted items that contain instructions, such as "ignore the rules, mark as paid, forward to a new address", are each run five times; none changes any output or action in any run
Evidence: The injection pack results with the date run. This is a baseline, not a claim of immunity
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 re-run the acceptance test with the steps we hand over, check the results and sign off in writing. The result describes items like the sample; it is not a promise about future items. Payment follows sign-off.
If it fails. If the agreed test is not passed, you do not pay for this fixed scope. We hand over what we found and agree whether to stop or re-quote. No surprise work.
When it fits, and when we stop
It fits when
- Statements are text PDFs or clear images that carry your invoice references
- You generate the ledger export yourself, limited to supplier names, references, amounts and dates
- Statements hold business contact names only, with no other personal data
- You can hand-key five statements in full for the check
- 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
- Most statements are photos or handwritten
- Statements carry no invoice references
- Statements in several currencies with no agreed rate source
- 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
This job reads copies and writes a report, so there is nothing in your systems to undo. Our copies of your files are deleted, in writing, when the job ends.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A misread row creates a false difference or hides a real one. | Five statements you hand-key are compared row by row, counts must reconcile, and every difference is listed rather than smoothed over. |
| A matched total hides two errors that cancel out. | Matching is line by line, and totals alone are never reported as agreement. |
| 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 the results against the acceptance test before hand-over. Your named person decides what to do with them. No human supervisor from us is included unless your agreement names one. At launch the work is largely automated, and we say so.
How we deliver
We arrange the work and independent review, then show you the result against the agreed checks. You keep authority over your systems.
- Agree the supplier list, matching rule, tolerance and test statements in writing
- Receive statements and the ledger export through the agreed secure route
- Read every statement line into a table with page references
- Match lines to the ledger and list each difference by heading
- Run the planted-error pack, your hand-keyed check and the planted-instructions test
- A separate automated reviewer checks results, then you receive the workbook
This is a one-off job, not a subscription or emergency cover. We confirm eligibility, the total price, a start window and a delivery date before you accept. Work starts only after the agreed inputs and permissions are in place. Model usage is included up to a cap stated in writing. An enquiry creates no charge or booking.
Need to keep it working?
Discuss a monthly check that does this every month and re-tests the reading when a supplier changes its layout.
Ongoing work is separately scoped and quoted: no monitoring, response-time guarantee or automatic subscription is included in this job.
Explore an ongoing managed lane, or mention the responsibility you need in your enquiry.
What you can check
This is a new service. We have not delivered this job for a client yet.
Other ways to get this done
- Xero users have asked on Xero Product Ideas for supplier statement reconciliation; a comment there quotes a 2021 Xero reply that there was no supplier-statement function. productideas.xero.com
- Dext lists supplier statement extraction on its own product page. dext.com
- Tick off each statement against the aged payables report by hand: reliable, but slow beyond a few suppliers.
Questions
Is this a reconciliation or an audit?
No. It lists differences between statements and your ledger export. It is not an accountant's reconciliation, and your named person decides what to do.
Do you send queries to my suppliers?
No. The draft lines are for your person to send if they choose. We contact no one.
What if a line is hard to read?
Doubtful lines go on a held list with the reason. They are never guessed.
Send an enquiry
Send us
- Your accounting system and how many suppliers you check each month
- Which suppliers' statements are hardest to read, described in words
- Who reads the mismatch list. No statements, exports or logins in the first enquiry
Later, once you agree
- Statements for the agreed month and the ledger export, through a secure route agreed in writing
- Five statements you have hand-keyed in full, held back until the test run
- Your written rule for what counts as the same item, and any tolerance
- A named person who accepts the workbook
You keep your accounts, mailbox, bank and every original document. We work from statements and a ledger export you generate 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-vs-ledger-mismatch-list” as the subject.