Supplier statement reconciliation
Every month a supplier sends a statement of what it says you owe, and someone ticks it off against the invoices in the ledger. Drop both here instead. You get back the four things that check is actually looking for: the invoices they have billed and you have never seen, the ones you hold that they have not billed, the amounts that disagree, and any reference that appears twice.
Charged in pages, like a conversion · 5 pages a day on a free account · No card
What the report tells you
Invoices on the statement you never received
The supplier is billing you for something you have no document for. These are the lines to query before the statement is paid, and the reason a reconciliation is done at all.
Invoices you hold that are not on the statement
Usually fine — already paid, or issued after the statement date — but worth seeing, because it is also how a missed credit note shows up.
Amounts that disagree
Same invoice number, two different figures. Nine times out of ten it is VAT, a credit applied on one side only, or a keying error on theirs.
The same reference twice
On their statement or in your own pile. This is exactly how an invoice gets paid twice, and one catch pays for the subscription several times over.
Payments and credits they have recorded
What the supplier says it has already credited to your account, listed separately from the charges so the balance can be followed.
Why a spreadsheet does this badly
The work is not the matching, it is the typing: a statement arrives as a PDF, the invoices arrive as PDFs, and before anything can be compared someone has to key both sides into a sheet. Rowvert reads both and compares them directly. And because a match is only as good as the reading behind it, the statement is checked against its own stated balance first — if its rows do not add up, you are told before any conclusion is drawn from them. A line matched on amount rather than on an invoice number is labelled as such, because a reconciliation you cannot audit is not worth doing.
Who does this every month
Accounts payable clerks
Statements arrive from every supplier at the same time of month. This turns an afternoon of ticking into a list of exceptions.
Bookkeepers with several clients
Check a client's purchase ledger against what their suppliers claim, without holding either in your head.
Accountants at year end
Supplier statements are what creditors are verified against. Run them in a batch and keep the Excel as your working paper.
Owner-managed businesses
Nobody double-checks the supplier. One duplicate caught is a month of subscription back, several times over.
Also on Rowvert: invoice extraction · bank statement conversion to Excel, QuickBooks and Xero · statement analysis · fake statement detection.
Questions about supplier statement reconciliation
What do I need to upload?
Two things: the supplier's statement of account as a PDF, and the invoices from that supplier that you hold. The invoices can be digital PDFs or scans — they are read the same way.
Does it match on the invoice number?
First, yes, ignoring formatting so that INV-0042 and inv 42 are treated as the same reference. When neither side carries a usable number, a line is matched on amount and date within a week — and the result says so, so you know which matches to glance at.
What if the statement does not add up?
It is checked against itself first: the rows must equal the balance the supplier states. If they do not, that is reported before any matching, because a misread row would otherwise look like a missing invoice.
Is this the same as bank reconciliation?
No. Bank reconciliation matches your books to money that moved. This matches your purchase ledger to what a supplier says it has billed you — done before payment, not after.
How is it charged?
By pages, like everything else: the statement's pages plus the invoices' pages. A statement and twenty one-page invoices is 21 pages. With 1,500 pages, the Professional plan at $49 a month covers a month of purchase invoices.
Can I do several suppliers at once?
One supplier per run, because a statement belongs to one supplier. Run them one after another; each gets its own report and its own Excel file.
What comes out?
An Excel workbook with a summary sheet and one sheet per category — matched, missing invoices, not on the statement, duplicates, payments — or a CSV with one row per line for your own spreadsheet.