Supplier invoices
An approved read-only export with invoice ID, vendor ID, currency, gross amount, due date, and status.
Teams / Finance workflows
Find the mismatches.
Keep the evidence.
A worked example: compare a month-end supplier-invoice export with recorded payments. Prepare an exception worksheet for the finance owner, without posting entries or initiating payments.
Example workflow. Connections and live agent execution are planned.
Before assigning the task
Give the team these inputs.
Recorded payments
Payment ID, invoice reference, vendor ID, currency, amount, and posting date for the agreed reporting period.
Matching rules
The finance owner’s approved match keys, treatment of partial payments, cutoff, and permitted rounding tolerance.
A brief you can adapt
One task. A defined result.
Task: Compare invoices with recorded payments.
Deliver: Matched rows + unmatched and ambiguous items.
Keep: Source row IDs and totals by currency.
Never: Infer a match, post an entry, or initiate payment.Owners and handoffs
Separate doing from reviewing.
Data preparer
Check required fields and preserve references to the untouched source exports.
Reconciliation analyst
Apply the approved matching rules and explain unmatched or ambiguous rows.
Finance owner · Human
Verify the worksheet, decide on exceptions, and authorize any subsequent accounting action.
The working sequence
How the task moves forward.
Validate the two source exports.
Record filenames and cutoffs. Identify missing identifiers, currencies, or amounts before matching. Keep malformed rows in an exception list rather than dropping them silently.
Match only under the agreed rules.
Use the approved keys and tolerance. Separate exact matches, partial payments, unmatched records, and ambiguous candidates; include the source rows behind each classification.
Reconcile the worksheet back to its inputs.
Show counts and totals by currency, with unmatched amounts still visible. The finance owner reviews exceptions and signs off before the report is used or distributed.
The handoff
Ask for these artifacts.
- reconciliation.csv — Invoice row, payment row, match category, amount difference, and the rule applied.
- exceptions.csv — Missing fields, unmatched records, duplicates to investigate, and ambiguous candidates.
- review-notes.md — Input register, totals by currency, assumptions, and questions for the finance owner.
Example acceptance criteria
Check the result against the brief.
- Every input row is represented in a matched category or the exception list.
- Totals reconcile to the provided exports separately for each currency.
- Ambiguous matches remain unresolved; partial payments follow the supplied rules.
- Source exports remain unchanged and no payment or accounting action is taken.
The human decision
Review the work before acting.
A qualified finance owner reviews the reconciliation and resolves exceptions. The worksheet is supporting material, not authorization for a payment, ledger adjustment, filing, or external financial statement.
Put it in your plan
Use this as your first milestone.
Plan data preparation and reconciliation roles in setup. Include the source fields, matching rules, output columns, and finance review point in the first task.