Solutions · Finance
Bank Reconciliation Automation
Statements matched to the ledger as they arrive, with each break explained rather than listed.
Why reconciliation is hard
The bank rec, as people describe it
Nobody complains about statement parsing. They complain about the person who disappears for a week at month end, the ₹12,900 nobody can place, and the marketplace payout that never adds up.
What you hear
The bank rec is three weeks behind
One person, one bank, one spreadsheet. The statement is downloaded at month end and matched line by line against the ledger. Everything else they own waits while they do it.
What you hear
There is a ₹12,900 we cannot place
A receipt from a customer who paid an odd amount, against two invoices, with a bank narration that names neither. It has been on the break list since the quarter before last.
What you hear
The marketplace payout never adds up
A settlement arrives as one amount. It is sales, less commission, less returns, less a fee nobody can name, and someone has to take it apart before it can be booked.
What is underneath
Matching is done on amount alone
A spreadsheet can match ₹1,18,400 to ₹1,18,400. It cannot tell that the payment was for an invoice posted four days later, or that two payments add up to one bill.
What is underneath
The statement is retyped before it is used
PDF statements from banks without a feed are keyed or copied into a sheet. A dropped line is invisible until the closing balance fails to agree, if anyone checks.
What is underneath
Breaks have no age and no owner
An unmatched item from February sits in the same list as this morning's. Nothing escalates, so the oldest items are the ones least likely to be looked at.
How PTAS AI automates it
Reconcile as statements arrive, not at close
The reconciliation runs every time a statement comes in, so the position is proved continuously and the close finds it already done. What a person sees is the short list of lines that genuinely need a decision.
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01
Understand
DocPro reads each statement as transaction lines: date, narration, reference or UTR, debit, credit and running balance, from a PDF, a CSV, an MT940 file or a bank feed. It proves the extraction by checking that the opening balance plus every line equals the closing balance, page by page. A page that failed to arrive is reported as a gap, not returned as a clean statement.
A statement becomes lines you can trust
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02
Decide
FinSuite matches each line against what you expect: payment runs, customer receipts, bills, payroll and standing instructions. It uses amount, date window, UTR, counterparty and narration together, so one payment can match one bill, two receipts can match one invoice, and a payment made before the invoice was booked still finds it. Lines that match a known pattern, such as bank charges or interest, are explained automatically.
Matched on evidence, not amount alone
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03
Act
Matched lines clear. Explained lines, such as a remittance fee or a timing difference, are posted or carried with their reason. Everything else goes on a break list with the likely cause stated: no bill on file, counterparty not in the master, part payment with a balance still open. Each break has an owner and an age, and the oldest escalate first.
The break list is short and it ages
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04
Verify
The book-to-bank position is proved every time the reconciliation runs, with the statement, the matches and the adjustments attached. Anyone who asks why a line was matched or an adjustment posted can see the evidence. At close, the reconciliation is already done; the close just reads it.
Close reads the reconciliation, it does not do it
The workflow
What a statement looks like once it is read
A statement is a list of lines and a running balance. The balance is what makes the list trustworthy: if the lines do not sum to it, something was missed, and the system says so instead of carrying on.
Statement page 3 of 7 · Illustrative example
When that sum does not hold, the extraction is reported as incomplete rather than returned looking clean. It is usually a page that never arrived.
The balance is the checksum
A statement whose lines do not sum to its closing balance is reported as incomplete, not posted.
Breaks come with a reason
Bank charge, timing, part payment. Three in five explain themselves.
Ageing is enforced
The oldest open item is at the top, with an owner, every day.
Key capabilities
Eight things the workflow has to do well
Matching equal amounts is the easy part. Reading the statement reliably, matching the awkward cases and keeping the break list honest are where the time goes.
Reading
Any statement format
PDF statements read by DocPro, CSV and MT940 imported, and bank feeds consumed where your bank offers one. Each line arrives in the same structure whichever route it took.
Reading
Balance continuity proof
Opening plus every line equals closing, on every page and across pages. A failed sum is flagged as a missing page or an unreadable line rather than silently accepted.
Matching
One-to-one, one-to-many, many-to-one
A single payment to a single bill, a payment covering several bills, several receipts against one invoice, or a lump settlement against many orders. Each is matched with the rule that made it stated.
Matching
Reference, narration and date window
UTRs and payment references matched exactly; narrations matched to counterparties with fuzzy logic; dates matched within the window you set for each bank and each kind of transaction.
Explaining
Known patterns explained automatically
Bank charges, interest, GST on charges, FX differences and payment gateway fees recognised from their narration and amount pattern and booked to the account you specify.
Explaining
Settlement breakdown
A marketplace or gateway payout taken apart into sales, commission, returns, fees and tax using the settlement report, so the single credit on the statement reconciles to many orders.
Breaks
An owned, ageing break list
Every unmatched item has a likely cause, an owner and an age. Items escalate past the age you set, and the list is the same one the reviewer, the controller and the auditor see.
Breaks
Adjustments with evidence
A write-off, a reclassification or a timing carry-forward is posted from the break with its reason and approval recorded, and the statement line linked to the entry it produced.
Breaks and exceptions
What a person actually sees
A reviewer should not be scanning a statement. They should open a short list in which each line already says why it did not match, and the oldest is at the top.
Break list — 5 open on this account · Illustrative example
Ageing is what stops the old breaks hiding behind this month's new ones. Three explain themselves; two do not.
A bank charge, a payment that landed before its invoice was booked, a part payment with a balance still open: these explain themselves and are carried or posted with the reason recorded. A receipt with no bill on file, or a counterparty nobody recognises, needs a person. Those land with the owner your rules name for that account, with the statement line and the nearest candidates shown, and they escalate when they pass the age you set. Nothing is written off without a reason and a second approval.
Business outcomes
What changes, and how you would measure it
We do not quote match rates before seeing your statements. We do agree the measures up front, on your numbers, so the decision to extend is based on something.
What changes
Days from statement to proved position
Measure from the statement date to the day the book-to-bank position is proved. The aim is that it is the same day, for every account, every time a statement arrives.
What changes
Auto-match rate by account
The share of statement lines matched or explained without a person. Track it per bank account; a low rate on one account usually points to a missing feed or a payment reference your team is not quoting.
What changes
Open breaks, by age
Count of unmatched items older than the window you set. This should be a short list of items with a named reason, not a tab in a spreadsheet nobody opens.
What changes
Hours per reconciliation
The time a person spends on each account's reconciliation, before and after. The honest version of this number counts the follow-up emails as well as the matching.
What changes
Close without a reconciliation step
Whether bank reconciliation still appears on the close checklist as a task, or only as a sign-off. The second is the goal.
What changes
Adjustments that can be defended
Every write-off and reclassification with a reason, an approver and the statement line attached. The measure is how many auditor queries on the bank can be answered from the record alone.
Integrations
Your ledger stays the system of record
The reconciliation reads open items and postings from the ERP, and writes matches, adjustments and payment status back into it with your accounts and dimensions. Nothing about your ledger structure changes.
SAP
ERP · API, IDoc or file
Oracle
ERP · API or file
Microsoft Dynamics
ERP · API
NetSuite
ERP · API
Tally
Accounting · XML import or ODBC
Zoho
Accounting · API
QuickBooks
Accounting · API
REST API
Any system · custom
Webhooks
Status events out
Four integration methods are possible: native integration, API integration, file or flat-file exchange, and custom integration. The systems named here are planning examples; which method applies to your instance, and which of your banks offer feeds, is confirmed during assessment rather than assumed. See FinSuite integrations for how postings and status flow.
Security and governance
Controls an auditor would recognise
The bank reconciliation is the control an auditor reads first. These are the controls built into the workflow, and the FinSuite security page has the detail.
Matching rules you can read
Date windows, tolerances and narration patterns are configuration, versioned and dated. Any match can be traced to the rule that made it, and a rule change does not rewrite history.
Adjustments need a second person
A write-off or reclassification above the limit you set needs an approver other than the person who proposed it, and both are recorded on the entry with the reason.
A complete audit trail
Each statement line carries what was read, what it matched and why, any adjustment and who approved it. The proved position for any date can be reproduced later, with the statement image attached.
Data handling
Statements and account details are held with role-based access, account numbers masked where a role does not need them, and retained for the period you set. Cloud, private cloud or on-premise deployment where supported, with ISO/IEC 27001-aligned practices.
Product connection
The products that deliver it
DocPro reads the statement. FinSuite matches it, explains it and proves the position. The solution is the two configured to your banks and your tolerances.
FAQ
Questions treasury and finance teams ask
How is this different from the FinSuite Bank Reconciliation module page?
This page is about the problem and the workflow: a reconciliation that runs weeks behind, breaks with no owner and statements retyped before they can be used. It describes the automated version end to end, from the statement arriving to the position being proved. The module page lists the FinSuite features that do the matching. Read this one to decide whether reconciliation is the right first project; read that one to evaluate the software.
Our bank does not offer a feed. Does that matter?
Less than you would expect. Many Indian banks still deliver statements as PDFs, and DocPro reads those into lines with the running balance used as a check on the extraction. A feed is better because it arrives daily without anyone downloading anything, but the reconciliation logic is the same whichever way the statement comes in.
What happens to a line the system cannot match?
It goes on the break list with a likely cause: no bill on file, counterparty not in the master, part payment with a balance open. A person settles it from there, and whatever they do, match it manually, post an adjustment or chase someone, is recorded against the line. The list ages, so an item from February cannot hide behind this morning's.
Can it handle marketplace and payment gateway settlements?
Yes, provided the settlement report is available. A single payout is broken into sales, commission, returns, fees and tax using that report, and each component is matched to the orders and charges it relates to. The gap, if there is one, is then a named number rather than a lump you book to suspense.
How long does it take to go live?
The typical range is three to eight weeks for the first set of accounts, and it varies with the number of banks, which of them offer feeds, and how much history is on the current break list. We would start with the account that has the most volume or the oldest breaks, because that is where the result shows soonest.
Keep reading
Related solutions and products
FinSuite Bank Reconciliation
The module that runs this workflow, feature by feature.
Read more →Payment Automation
The payment runs whose status this reconciliation confirms.
Read more →Finance Automation
Reconciliation as one of the tasks that moves out of the close.
Read more →E-commerce
Settlement reconciliation across marketplaces and gateways.
Read more →Accounting Firms
Client documents and reconciliations at firm volume, without the re-keying.
Read more →Next step
Bring the account with the oldest breaks
One bank, three months of statements and the ledger for the same period. How many of the open items the system explains on its own is the test worth doing.