Supplier Statement Reconciliation
Statements are matched line by line against what you already hold.
Every line matched
Each line is matched to an invoice in Pulsify or a bill in Xero and MYOB, on supplier and reference.
Exceptions named
A line that does not match says why. Not found, listed twice, amount differs, outside the period.
Balance tie-out
Opening balance, the lines, and the balance the supplier says is outstanding. A gap is acknowledged by its exact amount.
How it works
Forward the statement
Send it to your Pulsify address with everything else. Pulsify works out it is a statement, not an invoice.
Lines matched
Date, reference, type and amount are read off every line, then matched against invoices in Pulsify and bills in Xero or MYOB.
Mark as reconciled
Tick a variance you accept, cross a line that is not a match. Both are recorded with who and when.
What the reconciliation catches
Why statements get left until something goes wrong
A supplier statement is the only view of your account that comes from outside your own ledger. It is also the slowest thing in AP to check by hand. A monthly statement from a materials supplier can run to eighty lines, and each one has to be found in Xero or MYOB before anyone can say whether the balance is right.
So most teams check statements when a supplier chases a payment, or when a credit hold stops a delivery. By then the missing invoice is two months old, the job it belonged to has been costed without it, and the person who would have known where it went has moved on.
Matching is exact, not approximate
Each statement line is matched on supplier and reference number. Case, spacing and punctuation are forgiven, along with a leading transaction word where a supplier prints one. Nothing else is. There is no fuzzy matching on the reference and no tolerance on the amount, because a line that nearly matches is the line worth looking at.
A line that does not resolve says which of those went wrong. No reference printed. No invoice with this reference for this supplier. Two invoices carrying the same reference. Another line on this statement already holds that invoice. The amount on record differs, and here is what we hold. Dated outside the period the statement covers.
The arithmetic has to agree
Three figures sit on every statement: the opening balance, the net of the lines, and the balance the supplier says is outstanding. When the first two do not add up to the third, the statement says so. Reconciling still goes ahead, but the gap is acknowledged by typing its exact amount and that acknowledgement stays on the statement with a name and a time against it.
A statement that cannot be read at all, where the opening or closing balance is missing from the page, leaves those figures blank and asks you to confirm the balance was not checked. That is recorded too.
Lines keep checking themselves
A statement that arrives before the invoice does is the normal case, not the exception. Lines re-match when a new invoice lands in Pulsify and again when Xero or MYOB syncs, so a line that read as missing on Monday reads as matched once the invoice turns up. A variance you have already accepted, or a line you have already crossed, stays where you put it.
Frequently asked questions
Yes. Lines match against bills mirrored from Xero and MYOB as well as invoices sitting in Pulsify, so an invoice already in your ledger is found.
Payments are not matched to invoices. They feed the balance instead.
No. A statement is read against your ledger. It never creates or changes a bill, and it is never sent to an approver.
Reconciling is not blocked. The gap is shown and you acknowledge it by typing the exact amount, which is kept as a note on the statement.
Admins, approvers and reviewers. Submitters do not see the tab. Reconciling, rejecting and restoring a statement are separately permissioned.
Related features
PO Matching
Invoice lines checked against the order before you pay.
Validation & Exception Review
The checks that run before an invoice reaches the statement.
Fraud Prevention
Duplicates, changed bank details and ABNs that do not check out.
Invoice Processing Automation
How documents get into Pulsify in the first place.
AP Automation Overview
Where the statement sits in the rest of the workflow.
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