Supplier Statement Reconciliation | Orka AI & Automation

The monthly grind

You know how this month ends: ticking lines off by hand

Supplier statement reconciliation is exactly the kind of work that swallows good people — repetitive, format-by-format, and always squeezed into the same crowded week.

Every supplier, a different format

One sends a tidy PDF, another an Excel export, another a scan of a printout. Each one has to be read, interpreted and rekeyed before reconciling even starts.

Line-by-line ticking

Matching statement lines against the ledger is slow, dull and error-prone — and the vast majority of lines were always going to agree anyway.

Chasing the ones that never send

Half the job is chasing suppliers for statements that haven't arrived — emails written by hand, month after month, to the same names.

False alarms everywhere

An invoice posted a few days after the statement date looks like a missing invoice. Someone burns time investigating a difference that was only ever timing.

Queries lost between months

A difference gets queried with the supplier, the month closes, and next period someone re-discovers — and re-investigates — the same line.

Real problems slip through

Duplicate payments, missed credit notes and misallocated invoices hide in the noise — the things reconciliation exists to catch.

How it works

From inbox to reconciled, without the rekeying

The tool runs the whole cycle around a dedicated statements inbox — your team steps in only where judgement is actually needed.

Statements arrive

Suppliers email statements to a dedicated address, exactly as they do today. PDFs, spreadsheets, scans and phone photos are all read automatically.

Every line is matched

Each statement line is matched against your ledger — invoices, credits and payments — with timing differences recognised for what they are, not flagged as missing.

You review the exceptions

Your team sees only the lines that genuinely differ. Queries are logged against individual lines, sent to suppliers as an Excel export, and carried forward until they're resolved — nothing is re-investigated.

The gaps get chased

Suppliers who haven't sent a statement are chased automatically on your agreed schedule, from your own statements address. Replies land back in the inbox, matched to the right supplier.

What you get

Built for the messy reality of real statements

This isn't a demo that works on clean CSVs. It's in production handling the statements suppliers actually send.

✓

Any format in

Ruled PDFs, Excel exports, scanned printouts, photos taken on a phone — statements are extracted and standardised whatever shape they arrive in.

✓

Timing-aware matching

An invoice that posted after the statement date is labelled a timing difference, not a missing invoice — so the exception list contains only real exceptions.

✓

Query tracking that persists

Raise a query against a statement line and it stays with that line — through re-uploads, updates and into the next period — until it's resolved.

✓

Automated supplier chasing

Suppliers with no statement received are chased on a schedule, in UK business hours, with replies routed back and matched. Your team writes zero chase emails.

✓

The reconciliation workbook

Every reconciliation exports to a full Excel workbook — summary, differences, aged balances — ready for review, sign-off and audit.

✓

Multi-site support

Suppliers serving several sites or entities are reconciled per site, with a coverage view showing exactly which statements are in and which are outstanding.

New

Month-end accruals, straight from the reconciliation

Invoices that appear on a supplier statement but aren't in your ledger yet can be marked for accrual during review. At month-end they become your accruals list — already valued, already coded, exported as a reversing journal ready to import.

Marked line by line during exception review
Valued net of VAT, with per-supplier rates
Self-updating — rows drop off as invoices arrive
Default nominal codes per supplier
Reversing journal export, ready for your ledger

The Accruals tab: three statement lines marked Accrual Required, each valued gross and net of VAT with a nominal code, a net total of £1,275.08 and an Export for month end button — The Accruals tab at month-end — real product, demonstration data.

Client testimonial

Already doing the work, every period

“…this Supplier Statement Reconciliation tool has transformed one of the most time-consuming, high-risk processes within our finance function. It has become an indispensable part of our month-end control environment and I would not want to return to our previous manual process.”

Rebecca Martins De OliveiraFinancial Accountant · W. H. Brakspear & Sons Ltd

Brakspear — the family-run Henley-on-Thames brewer and pub company, running around 125 pubs since 1779 — has reconciled supplier statements through Orka since early 2026: statements ingested from a dedicated inbox, reconciled line by line across multiple sites, with automated chasing keeping the statements coming in. Read the full case study →

On time saved

“Routine reconciliations that previously took considerable manual effort can now be completed in seconds, while even our highest-volume suppliers can be reconciled in minutes rather than hours.”

On visibility & control

“Every stage of the reconciliation process is transparent — from requesting statements, monitoring supplier responses and identifying outstanding reconciliations through to investigating queries and recording final approval. Nothing slips through the cracks.”

On financial control

“…this is no longer simply an Accounts Payable productivity tool — it is a finance control solution that materially strengthens the integrity of the purchase ledger and the quality of financial reporting across the organisation.”

How you get it

Already built and proven — configured to your business

This isn't a software project. The tool is live in production today; getting it working for you is configuration — your ledger, your suppliers, your period-end.

Scoping call

A short conversation about your supplier base, statement volumes, ledger system and how reconciliation runs today.

Configuration proposal

Once the configuration is scoped, you get a clear quote up front — a one-off configuration fee plus a predictable monthly subscription. No open-ended project.

Configure, deploy, support

We configure and deploy the tool, onboard your suppliers' statement formats, and keep improving it as part of your subscription.

Common questions

What finance teams ask first

Almost nothing. Suppliers keep emailing statements exactly as they do today — you just ask them to send to a dedicated address (statements@ your domain) instead of a person's inbox. A one-line email covers it, and because the automated chasing comes from that same address, suppliers naturally reply to the right place. There's nothing for them to install, sign up to or learn.

Not by default. The tool reconciles statements against your ledger data without posting, editing or deleting anything — your ledger stays exactly as your team left it. Where your system makes it practical (Business Central, for example), deeper integration can be scoped when the tool is configured for you.

It's flagged for human review rather than guessed at. Anything ambiguous — an unrecognised sender, an unusual layout, a total that doesn't add up — is surfaced to your team instead of being silently processed.

It works around your existing ledger and a Microsoft 365 mailbox for the statements inbox. The tool itself is already built and proven in production — it's configured to each client's ledger, suppliers and period calendar, and that's what the scoping call establishes.

Statements flow through a dedicated mailbox in your own Microsoft 365 tenancy, so supplier correspondence never leaves your control. The reconciliation service itself runs in Orka's managed, access-controlled hosting environment. Commercial terms — including ownership and exit — are set out plainly in the proposal.

Supplier statements, reconciled in minutes — not hours